CODE OF FEDERAL REGULATIONS
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The Code of Federal Regulations is a codification of the general and permanent rules published in the Federal Register by the Executive departments and agencies of the Federal Government. The Code is divided into 50 titles which represent broad areas subject to Federal regulation. Each title is divided into chapters which usually bear the name of the issuing agency. Each chapter is further subdivided into parts covering specific regulatory areas.
Each volume of the Code is revised at least once each calendar year and issued on a quarterly basis approximately as follows:
Title 1 through Title 16
Title 17 through Title 27
Title 28 through Title 41
Title 42 through Title 50
The appropriate revision date is printed on the cover of each volume.
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Each volume of the Code contains amendments published in the Federal Register since the last revision of that volume of the Code. Source citations for the regulations are referred to by volume number and page number of the Federal Register and date of publication. Publication dates and effective dates are usually not the same and care must be exercised by the user in determining the actual effective date. In instances where the effective date is beyond the cut-off date for the Code a note has been inserted to reflect the future effective date. In those instances where a regulation published in the Federal Register states a date certain for expiration, an appropriate note will be inserted following the text.
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Title 41—
As of July 1, 1985, the text of subtitle A is no longer published in the Code of Federal Regulations. For an explanation of the status of subtitle A, see 41 CFR chapters 1-100 (page 3).
Other government-wide procurement regulations relating to public contracts appear in chapters 50 through 100, subtitle B.
The Federal property management regulations in chapter 101 of subtitle C are government-wide property management regulations issued by the General Services Administration. In the remaining chapters of subtitle C are the
The Federal Travel Regulation System in chapters 300-304 of subtitle F is issued by the General Services Administration.
Title 41 is composed of four volumes. The chapters in these volumes are arranged as follows: Chapters 1-100, chapter 101, chapters 102-200, and chapter 201 to End. These volumes represent all current regulations codified under this title of the CFR as of July 1, 2008.
For this volume, Cheryl E. Sirofchuck was Chief Editor. The Code of Federal Regulations publication program is under the direction of Michael L. White, assisted by Ann Worley.
(This book contains chapter 201 to End)
5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118; E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.
The FTR is the regulation contained in 41 Code of Federal Regulations (CFR), Chapters 300 through 304, which implements statutory requirements and Executive branch policies for travel by Federal civilian employees and others authorized to travel at Government expense.
There are two principal purposes:
(a) To interpret statutory and other policy requirements in a manner that balances the need to assure that official travel is conducted in a responsible manner with the need to minimize administrative costs;
(b) To communicate the resulting policies in a clear manner to Federal agencies and employees.
5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118; E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.
The FTR is written in two formats—the question & answer format and the title and narrative format.
The Q&A format is an effective way to engage the reader and to break the information into manageable pieces.
The rule is expressed in both the question and answer.
The FTR asks questions in the first person, as the user would. It then answers the questions in the second and third person. In the employee sections, the employee is addressed in the singular, and in the agency sections, the agency is addressed in the plural. The following describes how employee and agency are addressed in both sections:
The rule is in the narrative. The title serves only as a tool to determine the subject of the rule.
5 U.S.C. 5707; 40 U.S.C. 121(c); 49 U.S.C. 40118; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; E.O. 11609; 36 FR 13747; 3 CFR, 1971-1975 Comp., p. 586, Office of Management and Budget Circular No. A-126, “Improving the Management and Use of Government Aircraft.” Revised May 22, 1992.
(1) An executive agency as defined in Title 5 U.S.C. 105 (an executive department, an independent establishment, the Government Accountability Office, or a wholly owned Government corporation as defined in section 101 of the Government Corporation Control Act, as amended (31 U.S.C. 9101), but excluding a Government controlled corporation);
(2) A military department;
(3) A court of the United States;
(4) The Administrative Office of the United States Courts;
(5) The Federal Judicial Center;
(6) The Library of Congress;
(7) The United States Botanic Garden;
(8) The Government Printing Office; and
(9) The District of Columbia.
(1) Leased aircraft;
(2) Chartered or rented aircraft;
(3) Commercial contracts for full aviation services (
(4) Related services (
(a) An employee who has a disability as defined in paragraph (b) of this definition and is otherwise generally covered under the Rehabilitation Act of 1973, as amended (29 U.S.C. 701-797b).
(b) “Disability,” with respect to an employee, means:
(1) Having a physical or mental impairment that substantially limits one or more major life activities;
(2) Having a record of such an impairment;
(3) Being regarded as having such an impairment; but
(4) Does not include an individual who is currently engaging in the illegal use of drugs, when the covered entity acts on the basis of such use.
(c) “Physical or mental impairment” means:
(1) Any physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting one or more of the following body systems: neurological, musculoskeletal, special sense organ, respiratory (including speech organs), cardiovascular, reproductive, digestive, genitourinary, hemic and lymphatic, skin, and endocrine; or
(2) Any mental or psychological disorder (e.g., mental retardation, organic brain syndrome, emotional or mental illness and specific learning disabilities).
(3) The term “physical or mental impairment” includes, but is not limited to, such diseases and conditions as cerebral palsy, epilepsy, muscular dystrophy, multiple sclerosis, cancer, heart disease, diabetes, mental retardation, emotional illness, and orthopedic, visual, speech and hearing impairments.
(d) “Major life activities” means functions such as caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning and working.
(e) “Has a record of such an impairment” means the employee has a history of, or has been classified as having, a mental or physical impairment that substantially limits one or more major life activities.
(f) “Is regarded as having such an impairment” means the employee has:
(1) A physical or mental impairment that does not substantially limit major life activities but the impairment is treated by the agency as constituting such a limitation;
(2) A physical or mental impairment that substantially limits major life activities as a result of the attitudes of others toward such an impairment; or
(3) None of the impairments defined under “physical or mental impairment”, but is treated by the employing agency as having a substantially limiting impairment.
(1) A civilian employee in the Government service;
(2) A member of the uniformed or foreign services of the United States Government; or
(3) A contractor working under a contract with an executive agency.
(a) Federal aircraft, which an executive agency owns (
(b) Commercial aircraft hired as commercial aviation services (CAS), which an executive agency—
(1) Leases or lease-purchases with the intent to take title,
(2) Charters or rents, or
(3) Hires as part of a full-service contract or inter-service support agreement (ISSA).
(a) Owned by an agency,
(b) Assigned or dispatched to an agency from the GSA Interagency Fleet Management System, or
(c) Leased by the Government for a period of 60 days or longer from a commercial source.
(1) HHG also includes:
(i) Professional Books, papers and equipment (PBP&E);
(ii) Spare parts of a POV (see definition of POV) and a pickup truck tailgate when removed;
(iii) Integral or attached vehicle parts that must be removed due to high vulnerability to pilferage or damage, (e.g., seats, tops, wench, spare tire, portable auxiliary gasoline can(s) and miscellaneous associated hardware);
(iv) Consumable goods for employees assigned to locations where the Department of State has determined that such goods are necessary;
(v) Vehicles other than POVs (such as motorcycles, mopeds, jet skies, snowmobiles, golf carts, boats (e.g., boat, sailboat, canoe, skiff, rowboat, dinghies, sculls and kayak, mounted or unmounted on trailers)) of reasonable size.
(vi) Ultralight Vehicles (defined in 14 CFR part 103 as being single occupant, for recreation or sport purposes, weighing less than 155 pounds if unpowered or less than 254 pounds if powered, having a fuel capacity NTE 5 gallons, airspeed NTE 55 knots, and power-off stall speed NTE 24 knots).
(2) HHG does not include:
(i) Personal baggage when carried free on tickets;
(ii) Automobiles, trucks, vans and similar motor vehicles, mobile homes, camper trailers, and farming vehicles;
(iii) Live animals including birds, fish, reptiles;
(iv) Cordwood and building materials;
(v) HHG for resale, disposal or commercial use rather than for use by employee and immediate family members;
(vi) Privately owned live ammunition; and
(vii) Propane gas tanks.
(3) Federal, State and local laws or carrier regulations may prohibit commercial shipment of certain articles not included in paragraph (2) of this definition. These articles frequently include:
(i) Property liable to impregnate or otherwise damage equipment or other property (e.g., hazardous articles including explosives, flammable and corrosive material, poisons);
(ii) Articles that cannot be taken from the premises without damage to the article or premises;
(iii) Perishable articles (including frozen foods) articles requiring refrigeration, or perishable plants unless;
(
(
(
(a) Spouse;
(b) Children of the employee or employee's spouse who are unmarried and under 21 years of age or who, regardless of age, are physically or mentally incapable of self-support. (The term “children” shall include natural offspring; stepchildren; adopted children; grandchildren, legal minor wards or other dependent children who are under legal guardianship of the employee or employee's spouse; and an unborn child(ren) born and moved after the employee's effective date of transfer.);
(c) Dependent parents (including step and legally adoptive parents) of the employee or employee's spouse; and
(d) Dependent brothers and sisters (including step and legally adoptive brothers and sisters) of the employee or employee's spouse who are unmarried and under 21 years of age or who, regardless of age, are physically or mentally incapable of self-support.
The geographic limits of the official station are:
(a) For an employee:
(1) The corporate limits of the city or town where stationed or if not in an incorporated city or town;
(2) The reservation, station, or other established area (including established subdivisions of large reservations) having definite boundaries where the employee is stationed.
(b) For an invitational traveler:
(1) The corporate limits of the city or town where the home or principal place of business exists or if not in an incorporated city or town;
(2) The reservation, station, or other established area (including established subdivisions of large reservations) having definite boundaries where the home or principal place of business is located.
(a)
(b)
(c)
(2) Transportation between places of lodging or business and places where meals are taken, if suitable meals cannot be obtained at the TDY site; and
(3) Mailing cost associated with filing travel vouchers and payment of Government-sponsored charge card billings.
(a) An establishment owned by the Federal Government;
(b) An establishment treated as an apartment building by State or local law or regulation; or
(c) An establishment containing not more than 5 rooms for rent or hire that is also occupied as a residence by the proprietor of that establishment.
(1) Reference material;
(2) Instruments, tools, and equipment peculiar to technicians, mechanics and members of the professions;
(3) Specialized clothing (e.g., diving suits, flying suits, helmets, band uniforms, religious vestments and other special apparel); and
(4) Communications equipment used by the employee in association with the MARS (see DoD 4650.2, Military Affiliate Radio System (MARS) which is available electronically from the world wide web at
(a) Lodging and service charges;
(b) Meals, including taxes and tips; and
(c) Incidental expenses (see incidental expenses under the definition of per diem allowance).
(a)
(b)
(c)
5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118; E.O. 11609, 3 CFR, 1971-1975 Comp.,p. 586.
Agencies (as defined in § 301-1.1) that spent more than $5 million on travel and transportation payments, including relocation, during the fiscal year immediately preceding the survey year must report this information. Every two years GSA will distribute the Federal Agencies Travel Survey which is assigned Interagency Control No. 0362-GSA-AN. Copies of the survey may be obtained from the Director, Travel Management Policy Division (MTT), Office of Governmentwide Policy, General Services Administration, Washington, DC 20405.
For the fiscal year reporting period you must report the following information:
(a) Estimated total agency payments for travel and transportation of people;
(b) Average costs and duration of trips;
(c) Amount of official travel by purpose(s);
(d) Estimated total agency payments for employee relocation;
(e) The estimated cost of administrating your agency's processing of travel authorizations and travel vouchers; and
(f) Any other specific information GSA may require for the reporting period.
The survey will specify the due date. The head of your agency must appoint a designee at the headquarters level responsible for ensuring that the survey is completed and returned to GSA by the due date. Upon receiving a survey, you must submit the designee's name, address, and telephone number to the Director, Travel Management Policy Division (MTT), Office of Governmentwide Policy, General Services Administration, Washington, DC 20405.
If you have major suborganizations, you must submit responses as follows:
(a) A separate response from each suborganization which spent more than $5 million for travel and relocation during the fiscal year immediately preceding the survey year;
(b) A consolidated response covering all your suborganizations which did not spend more than $5 million for travel and relocation during the fiscal year immediately preceding the survey year; and
(c) A consolidated response which covers all components of your agency.
An agency as defined in § 301-1.1 of this subtitle.
All instances in which you authorized/approved the use of first-class transportation accommodations. This report has been assigned Interagency Report Control No. 0411-GSA-AN.
Once every year.
Generally, GSA will notify agencies during the summer months that this information is required and will indicate the date reports are due.
Yes. You are not required to report data that is protected from public disclosure by statute or Executive Order. However, you are required to submit, in your cover letter to GSA, the following aggregate information unless that information is also protected from public disclosure:
(a) Aggregate number of authorized first-class trips that are protected from disclosure;
(b) Total of actual first-class fares paid; and
(c) Total of coach-class fares that would have been paid for the same travel.
5 U.S.C. 5707, 5738, and 5739.
It is a program to permit agencies to test new and innovative methods of reimbursing relocation expenses without seeking a waiver of current rules or authorizing legislation.
The Administrator of General Services may authorize an agency to conduct tests when the Administrator determines such tests to be in the interest of the Government.
The head of the agency or designee must design the test program to enhance cost savings or other efficiencies to the Government and submit in writing to the Administrator of General Services (Attention: MTT), 1800 F Street, NW, Washington, DC 20405:
(a) An explanation of the test program;
(b) If applicable, the specific provisions of the FTR from which the agency is deviating;
(c) An analysis of the expected costs and benefits; and
(d) A set of criteria for evaluating the effectiveness of the program.
No more than 10 relocation expense test programs may be conducted at the same time.
The following factors will be considered:
(a) Potential savings to the Government.
(b) Application of results to other agencies.
(c) Feasibility of successful implementation.
(d) Number of tests, if any, already authorized to the same activity.
(e) Whether the request meets the requirements of § 300-80.3.
(f) Other agency requests under consideration at the time of submission.
(g) Uniqueness of proposed test.
None. When authorized by the Administrator of General Services, the agency may pay any necessary relocation expenses in lieu of payments authorized or required under Chapter 302 of this title.
The duration of a test program is 24 months from the date of authorization unless terminated prior to that date by the Administrator of General Services due to changes in law or regulation. Extensions of the 24 month period may be granted by the Administrator of General Services for up to an additional 24 months, but not beyond October 2009, the expiration of the test authority. A request to extend the test program shall be submitted to the Administrator of General Services not later than 45 days prior to the expiration of the original test period.
Two reports are required:
(a) The Administrator of General Services must submit a copy of an approved test program to Congress at least 30 days before the effective date of the authorized test program.
(b) The agency authorized to conduct the test program must submit the following reports:
(1) An annual report on the progress of the test, submitted to the General Services Administration, Office of Governmentwide Policy, Office of Travel, Transportation and Asset Management (Attention MTT), Washington, DC 20405. The Administrator or designee may terminate the test program approval for failure to comply with these reporting requirements; and
(2) A final report on the results of the test program must be submitted to the General Services Administration, Office of Governmentwide Policy, Office of Travel, Transportation and Asset Management (Attention MTT), Washington, DC 20405, and to the appropriate committees of Congress within 3 months after completion of the program.
The authority to conduct test programs expires on October 20, 2009.
5 U.S.C. 5707.
An “employee” is:
(a) An individual employed by an agency, regardless of status or rank; or
(b) An individual employed intermittently in Government service as an expert or consultant and paid on a daily when-actually-employed (WAE) basis; or
(c) An individual serving without pay or at $1 a year (also referred to as “invitational traveler”).
This chapter covers the following individuals:
(a) Employees traveling on official business;
(b) Interviewees performing pre-employment interview travel;
(c) Employees who must interrupt official business travel to perform emergency travel as a result of an incapacitating illness or injury or a personal emergency situation; and
(d) Threatened law enforcement/investigative employees and members of their family temporarily relocated to safeguard their lives because of a threat resulting from the employee's assigned duties.
5 U.S.C. 5707; 31 U.S.C. 1353; 49 U.S.C. 40118.
Yes, generally you must have written or electronic authorization prior to incurring any travel expense. If it is not practicable or possible to obtain such authorization prior to travel, your agency may approve a specific authorization for reimbursement of travel expenses after travel is completed. However, written or electronic advance authorization is required for items in § 301-2.5 (c), (i), (n), and (o) of this part.
Your agency may pay only those expenses essential to the transaction of official business, which include:
(a) Transportation expenses as provided in part 301-10 of this chapter;
(b) Per diem expenses as provided in part 301-11 of this chapter;
(c) Miscellaneous expenses as provided in part 301-12 of this chapter; and
(d) Travel expenses of an employee with special needs as provided in part 301-13 of this chapter.
You must exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business.
You are responsible for expenses over the reimbursement limits established in this chapter. Your agency will not pay for excess costs resulting from circuitous routes, delays, or luxury accommodations or services unnecessary or unjustified in the performance of official business.
You must have a specific authorization or prior approval for:
(a) Use of first-class or business-class service on common carrier transportation;
(b) Use of a foreign air carrier;
(c) Use of reduced fares for group or charter arrangements;
(d) Use of cash to pay for common carrier transportation;
(e) Use of extra-fare train service;
(f) Travel by ship;
(g) Use of a rental car;
(h) Use of a Government aircraft;
(i) Payment of a reduced per diem rate;
(j) Payment of actual expense;
(k) Travel expenses related to emergency travel;
(l) Transportation expenses related to threatened law enforcement/investigative employees and members of their families;
(m) Travel expenses related to travel to a foreign area;
(n) Acceptance of payment from a non-Federal source for travel expenses, see chapter 304 of this subtitle; and
(o) Travel expenses related to attendance at a conference.
Paragraphs (c), (i), (n), and (o) of this section require a written or electronic advance authorization.
5 U.S.C. 5707, 40 U.S.C. 121(c); 49 U.S.C. 40118, Office of Management and Budget Circular No. A-126, “Improving the Management and Use of Government Aircraft.” Revised April 28, 2006.
Yes, when performing official travel, including local travel.
Fares, rental fees, mileage payments, and other expenses related to transportation.
Your agency may authorize:
(a) Common carrier transportation (e.g., aircraft, train, bus, ship, or local transit system) under Subpart B;
(b) Government vehicle under Subpart C;
(c) POV under Subpart D; or
(d) Special conveyance (e.g., taxi or commercial automobile) under Subpart E.
Your agency must select the method most advantageous to the Government, when cost and other factors are considered. Under 5 U.S.C. 5733, travel must be by the most expeditious means of transportation practicable and commensurate with the nature and purpose of your duties. In addition, your agency must consider energy conservation, total cost to the Government (including costs of per diem, overtime, lost worktime, and actual transportation costs), total distance traveled, number of points visited, and number of travelers.
(a)
(b)
If you do not travel by the method of transportation required by regulation or selected by your agency, any additional expenses you incur will be borne by you.
You must travel to your destination by the usually traveled route unless your agency authorizes or approves a different route as officially necessary.
Your reimbursement will be limited to the cost of travel by a direct route or on an uninterrupted basis. You will be responsible for any additional costs.
You may be authorized to use airline, train, ship, bus, or local transit system.
The requirements for using airlines fall into three categories:
(a) Using contract carriers, when available;
(b) Using coach class service, unless business-class or first-class service is authorized;
(c) Using U.S. flag air carrier (or ship) service, unless use of foreign air carrier (or ship) is authorized.
If you are a civilian employee of an agency as defined in § 301-1.1 of this chapter, you must always use a contract city-pair fare for scheduled air passenger transportation service unless one of the limited exceptions in § 301-10.107 exist. An Internet listing of contract city-pair fares is available at
Employees of the Government of the District of Columbia, with the exception of the District of Columbia Courts, are not eligible to use contract city-pair fares even though these employees otherwise may be covered by the FTR.
Yes, your agency may authorize use of a fare other-than a contract city-pair fare when—
(a) Space on a scheduled contract flight is not available in time to accomplish the purpose of your travel, or use of contract service would require you to incur unnecessary overnight lodging costs which would increase the total cost of the trip;
(b) The contractor’s flight schedule is inconsistent with explicit policies of your Federal department or agency with regard to scheduling travel during normal working hours;
(c) A non-contract carrier offers a lower fare to the general public that, if used, will result in a lower total trip cost to the Government (the combined costs of transportation, lodging, meals, and related expenses considered);
This exception does not apply if the contract carrier offers the same or lower fare and has seats available at that fare, or if the fare offered by the non-contract carrier is restricted to Government and military travelers performing official business and may be purchased only with a contractor-issued charge card, centrally billed account (e.g., YDG, MDG, QDG, VDG, and similar fares) or GTR where the two previous options are not available;
(d) Cost effective rail service is available and is consistent with mission requirements; or
(e) Smoking is permitted on the contract air carrier and the nonsmoking section of the contract aircraft is not acceptable to you.
Any group of 10 or more passengers traveling together on the same day, on the same flight, for the same mission, requiring group integrity and identified as a group by the travel management service upon booking is not a mandatory user of the Government's contract city-pair fares. For group travel, agencies are expected to obtain air passenger transportation service that is practical and cost effective to the Government.
Contractors are not authorized to use contract city-pair fares to perform travel under their contracts.
If the Government contract city-pair carrier offers a lower cost capacity-controlled coach class contract fare (MCA, QCA, VCA, etc.) in addition to the unrestricted coach class contract fares (YCA), the traveler should use the lower cost capacity-controlled fare when it is available and meet mission needs.
(a) Before purchasing a non-contract fare you must meet one of the exception requirements listed in § 301-10.107 and show approval on your travel authorization to use a non-contract fare; and
(b) If the non-contract fare is non-refundable, restricted, or has specific eligibility requirements, you must know or reasonably anticipate, based on your planned trip, that you will use the ticket; and
(c) Your agency must determine that the proposed non-contract transportation is practical and cost effective for the Government.
Carrier preference is not a valid reason for using a non-contract fare.
Any additional costs or penalties incurred by you resulting from unauthorized use of non-contract service are borne by you.
No.
You may use a reduced group or charter fare when your agency has determined, on an individual case basis prior to your travel, that use of such a fare is cost effective. Chartered aircraft are subject to the same rules as Government aircraft, and agencies in the executive branch of the Federal Government are subject to the requirements of Office of Management and Budget (OMB) Circular A-126 and 41 CFR part 101-37 in making such cost effectiveness determinations.
When there is no contract fare, and common carriers furnish the same service at different fares between the same points for the same type of accommodations, you must use the lowest cost service unless your agency determines that the use of higher cost service is more advantageous to the Government.
If you know you will change or not use your reservation, you must take action to change or cancel it as prescribed by your agency. Also, you must report all changes of your reservation according to your agency's procedures in an effort to prevent losses to the Government. Failure to do so may subject you to liability for any resulting losses.
You must submit any unused GTR(s), unused ticket coupons, unused e-tickets, or refund applications to your agency in accordance with your agency's procedures.
No. You are not authorized to receive a refund, credit, or any other negotiable document from a carrier for unfurnished services (except as provided in § 301-10.117) or any portion of an unused ticket issued in exchange for a GTR or billed to an agency's centrally billed account. However, any charges billed directly to your individually billed Government charge card should be credited to your account.
If you are performing official travel and a carrier denies you a confirmed reserved seat on a plane, you must give your agency any payment you receive for liquidated damages. You must ensure the carrier shows the “Treasurer of the United States” as payee on the compensation check and then forward the payment to the appropriate agency official.
Yes:
(a) If voluntarily vacating your seat will not interfere with performing your official duties; and
(b) If additional travel expenses, incurred as a result of vacating your seat, are borne by you and are not reimbursed; but
(c) If volunteering delays your travel during duty hours, your agency will charge you with annual leave for the additional hours.
The following classes of air accommodations are available:
(a)
(b)
(c)
(d)
For official business travel, both domestic and international, you must use coach-class accommodations, except as provided under §§ 301-10.123 and 301-10.124.
You may use first-class airline accommodations only when your agency specifically authorizes/approves your use of such accommodations, for the reasons given under paragraphs (a) through (d) of this section.
(a) No coach or business-class accommodations are reasonably available. “Reasonably available” means available on an airline that is scheduled to leave within 24 hours of your proposed departure time, or scheduled to arrive within 24 hours of your proposed arrival time.
(b) When use of first-class is necessary to accommodate a disability or other special need. A disability must be substantiated annually in a written statement by a competent medical authority. A special need must be substantiated in writing according to your agency's procedures. If you are authorized under § 301-13.3(a) of this chapter to have an attendant accompany you, your agency also may authorize the attendant to use first-class accommodations if you require the attendant's services en route.
(c) When exceptional security circumstances require first-class travel. Exceptional security circumstances are determined by your agency and include, but are not limited to:
(1) Use of other than first-class accommodations would endanger your life or Government property;
(2) You are an agent on protective detail and you are accompanying an individual authorized to use first-class accommodations; or
(3) You are a courier or control officer accompanying controlled pouches or packages.
(d) When required because of agency mission.
You may upgrade to first-class at your personal expense, including through redemption of frequent flyer benefits.
Only when your agency specifically authorizes/approves your use of such accommodations, for the reasons given under paragraphs (a) through (i) of this section.
(a) Regularly scheduled flights between origin/destination points (including connecting points) provide only first-class and business-class accommodations and you certify such on your voucher; or
(b) No space is available in coach-class accommodations in time to accomplish the mission, which is urgent and cannot be postponed; or
(c) When use of business-class accommodations is necessary to accommodate your disability or other special need. Disability must be substantiated in writing by a competent medical authority. Special need must be substantiated in writing according to your agency's procedures. If you are authorized under § 301-13.3(a) of this chapter to have an attendant accompany you, your agency also may authorize the attendant to use business-class accommodations if you require the attendant's services en route; or
(d) Security purposes or exceptional circumstances as determined by your agency make the use of business-class accommodations essential to the successful performance of the agency's mission; or
(e) Coach-class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards; or
(f) The use results in an overall cost savings to the Government by avoiding additional subsistence costs, overtime, or lost productive time while awaiting coach-class accommodations; or
(g) Your transportation costs are paid in full through agency acceptance of payment from a non-federal source in accordance with chapter 304 of this title; or
(h) Where the origin and/or destination are OCONUS, and the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours. (In this instance you will not be eligible for a rest stop en route or a rest period upon arrival at your duty site.); or
(i) When required because of agency mission.
You may upgrade to business-class at your personal expense, including through redemption of frequent flyer benefits.
For purposes of the use of United States flag air carriers,
Anyone whose air travel is financed by U.S. Government funds, except as provided in § 301-10.135, § 301-10.136, and § 301-10.137.
An air carrier which holds a certificate under 49 U.S.C. 41102 but does not include a foreign air carrier operating under a permit.
U.S. flag air carrier service is service provided on an air carrier which holds a certificate under 49 U.S.C. 41102 and which service is authorized either by the carrier's certificate or by exemption or regulation. U.S. flag air carrier service also includes service provided under a code share agreement with a foreign air carrier in accordance with Title 14, Code of Federal Regulations when the ticket, or documentation for an electronic ticket, identifies the U.S. flag air carrier's designator code and flight number.
You are required by 49 U.S.C. 40118, commonly referred to as the “Fly
(a) Use of a foreign air carrier is determined to be a matter of necessity in accordance with § 301-10.138; or
(b) The transportation is provided under a bilateral or multilateral air transportation agreement to which the United States Government and the government of a foreign country are parties, and which the Department of Transportation has determined meets the requirements of the Fly America Act; or
(c) You are an officer or employee of the Department of State, United States Information Agency, United States International Development Cooperation Agency, or the Arms Control Disarmament Agency, and your travel is paid with funds appropriated to one of these agencies, and your travel is between two places outside the United States; or
(d) No U.S. flag air carrier provides service on a particular leg of the route, in which case foreign air carrier service may be used, but only to or from the nearest interchange point on a usually traveled route to connect with U.S. flag air carrier service; or
(e) A U.S. flag air carrier involuntarily reroutes your travel on a foreign air carrier; or
(f) Service on a foreign air carrier would be three hours or less, and use of the U.S. flag air carrier would at least double your en route travel time; or
(g) When the costs of transportation are reimbursed in full by a third party, such as a foreign government, international agency, or other organization.
The exceptions are:
(a) If a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from your origin to your destination, you must use the U.S. flag air carrier service unless such use would extend your travel time, including delay at origin, by 24 hours or more.
(b) If a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between your origin and your destination, you must use a U.S. flag air carrier on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would:
(1) Increase the number of aircraft changes you must make outside of the U.S. by 2 or more; or
(2) Extend your travel time by at least 6 hours or more; or
(3) Require a connecting time of 4 hours or more at an overseas interchange point.
You must always use a U.S. flag carrier for such travel, unless, when compared to using a foreign air carrier, such use would:
(a) Increase the number of aircraft changes you must make en route by 2 or more; or
(b) Extend your travel time by 6 hours or more; or
(c) Require a connecting time of 4 hours or more at an overseas interchange point.
(a) Foreign air carrier service is deemed a necessity when service by a U.S. flag air carrier is available, but
(1) Cannot provide the air transportation needed; or
(2) Will not accomplish the agency's mission.
(b) Necessity includes, but is not limited to, the following circumstances:
(1) When the agency determines that use of a foreign air carrier is necessary for medical reasons, including use of foreign air carrier service to reduce the number of connections and possible delays in the transportation of persons in need of medical treatment; or
(2) When use of a foreign air carrier is required to avoid an unreasonable risk to your safety and is approved by your agency (e.g., terrorist threats). Written
(3) When you cannot purchase a ticket in your authorized class of service on a U.S. flag air carrier, and a seat is available in your authorized class of service on a foreign air carrier.
No. Foreign air carrier service may not be used solely based on the cost of your ticket.
No. You must use U.S. flag air carrier service, unless you meet one of the exceptions in § 301-10.135, § 301-10.136, or § 301-10.137 or unless foreign air carrier service is deemed a matter of necessity under § 301-10.138.
Yes, you must provide a certification, as required in § 301-10.142 and any other documents required by your agency. Your agency cannot pay your foreign air carrier fare if you do not provide the required certification.
The certification must include:
(a) Your name;
(b) The dates that you traveled;
(c) The origin and the destination of your travel;
(d) A detailed itinerary of your travel, name of the air carrier and flight number for each leg of the trip; and
(e) A statement explaining why you met one of the exceptions in § 301-10.135, § 301-10.136, or § 301-10.137 or a copy of your agency's written approval that foreign air carrier service was deemed a matter of necessity in accordance with § 301-10.138.
You will not be reimbursed for any transportation cost for which you improperly use foreign air carrier service. If you are authorized by your agency to use U.S. flag air carrier service for your entire trip, and you improperly use a foreign air carrier for any part of or the entire trip (
(a)
(b)
(c)
(d) Business-class—A class of service offered on Amtrak Acela or Metroliner extra fare train service.
You must use coach-class accommodations for all train travel, except when your agency authorizes first-class service.
Only when your agency specifically authorizes/approves your use of first-class train accommodations under paragraphs (a) through (d) of this section.
(a) No coach-class accommodations are reasonably available. “Reasonably available” means available and scheduled to leave within 24 hours of the employee's proposed departure time, or scheduled to arrive within 24 hours of the employee's proposed arrival time.
(b) When use of first-class is necessary to accommodate a disability or other special need. A disability must be substantiated in writing by competent medical authority. A special need must be substantiated in writing according to your agency's procedures. If you are authorized under § 301-13.3(a) of this chapter to have an attendant accompany you, your agency also may authorize the attendant to use first-class accommodations if you require the attendant's services en route.
(c) When exceptional security circumstances require first-class travel. Exceptional security circumstances include, but are not limited to:
(1) Use of other than first-class accommodations would endanger your life or Government property;
(2) You are an agent on protective detail and you are accompanying an individual authorized to use first-class accommodations; or
(3) You are a courier or control officer accompanying controlled pouches or packages.
(d) Inadequate foreign coach-class train accommodations. When coach-class train accommodations on a foreign rail carrier do not provide adequate sanitation or health standards.
A train that operates at an increased fare due to the extra performance of the train (
You may use extra fare train service whenever your agency determines it is more advantageous to the Government or is required for security reasons. The use of the lowest class of service available on any AMTRAK Acela or Metroliner train service (including Acela Express) is deemed advantageous to the Government and no further agency approval is needed. On the Amtrak Acela Express or Metroliner train service, the lowest available class is business and on the Amtrak Regional train service the lowest available class of service is coach. AMTRAK Acela and Metroliner first-class accommodations may be authorized/approved only as provided in § 301-10.162.
Yes, when a U.S. flag ship is available unless the necessity of the mission requires the use of a foreign ship. (See 46 U.S.C. App. Sec. 1241.)
You are required to travel by U.S. flag ship for the entire trip, unless use of a foreign ship has been authorized by
Accommodations on ships vary according to deck levels.
(a)
(b)
You must use the lowest first class accommodations when traveling by ship, except when your agency specifically authorizes/approves your use of first-class ship accommodations under paragraphs (a) through (c) of this section.
(a) Lowest first class accommodations are not available on the ship.
(b) When use of first-class is necessary to accommodate a disability or other special need. Disability must be substantiated in writing by competent medical authority. Special need must be substantiated in writing according to your agency's procedures. If you are authorized under § 301-13.3(a) of this chapter to have an attendant accompany you, your agency also may authorize the attendant to use first-class accommodations if you require the attendant's services en route.
(c) When exceptional security circumstances require first-class travel. Exceptional security circumstances include, but are not limited to:
(1) The use of lowest first class accommodations would endanger your life or Government property; or
(2) You are an agent on protective detail and you are accompanying an individual authorized to use first-class accommodations; or
(3) You are a courier or control officer accompanying controlled pouches or packages.
(a) To, from, and between places of work. The use of bus, subway, or streetcar is an allowable expense for local travel between places of business at your official station or a TDY station, and between places of lodging and place of business at a TDY station.
(b) To places where meals can be obtained. Where the nature and location of the work at your TDY station are such that meals cannot be obtained there, travel to obtain meals at the nearest available place is an allowable expense. You must, however, attach a statement to your travel voucher explaining why such travel was necessary.
You may be authorized to use:
(a) A Government automobile in accordance with § 301-10.220;
(b) A Government aircraft in accordance with §§ 301-10.260 through 301-10.262 of this part; and
(c) Other type of Government vehicle in accordance with any Government-issued rules governing its use.
Only for official purposes which include transportation:
(a) Between places of official business;
(b) Between such places and places of temporary lodging when public transportation is unavailable or its use is impractical;
(c) Between either paragraph (a) or (b) of this section and restaurants, drug stores, barber shops, places of worship, cleaning establishments, and similar places necessary for the sustenance, comfort, or health of the employee to foster the continued efficient
(d) As otherwise authorized by your agency under 31 U.S.C. 1344.
You are responsible for any additional cost resulting from unauthorized use of a Government vehicle and you may be subject to administrative and/or criminal liability for misuse of Government property.
You must possess a valid State, District of Columbia, or territorial motor vehicle operator's license and have a travel authorization specifically authorizing the use of a Government-furnished automobile.
You may use Government aircraft for travel only if you have authorization from an executive agency under the rules specified in this part (except with regard to travel under § 301-70.808 and § 301-70.910). Because the taxpayers should pay no more than necessary for your transportation, generally you may travel on Government aircraft only when a Government aircraft is the most cost-effective mode of travel.
You may use Government aircraft—
(a) For official travel only when—
(1) No scheduled commercial airline service is reasonably available (
(2) The cost of using a Government aircraft is less than the cost of the city-pair fare for scheduled commercial airline service or the cost of the lowest available full coach fare if a city-pair fare is not available to you. The cost of non-productive or lost work time while in travel status and certain other costs should be considered when comparing the cost of using a Government aircraft in lieu of scheduled commercial airline service. Additional information on costs included in this cost comparison may be found in the “U.S. Government Aircraft Cost Accounting Guide,” available from the General Services Administration, Office of Governmentwide Policy, MTA, 1800 F Street, N.W., Washington, DC 20405.
(b) For required-use travel only when you are required to use Government aircraft for bona fide communications (e.g., 24-hour secure communications) or security reasons (e.g., highly unusual circumstances that present a clear and present danger) or exceptional scheduling requirements (e.g., a national emergency or other compelling operational considerations). Required use travel may include travel for official, personal, or political purposes, but must be approved in accordance with § 301-10.262(a) and § 301-70.803(a).
(c) For space available travel only when—
(1) The aircraft is already scheduled for use for an official purpose, and your use of the aircraft does not require a larger aircraft or result in more than minor additional cost to the Government; or
(2) You are a Federal traveler or a dependent of a Federal traveler stationed by the Government in a remote location not accessible to commercial airline service and authorized to use Government aircraft; or
(3) You are authorized to travel on a space available basis under 10 U.S.C. 4744 and regulations implementing that statute.
Your agency will authorize your travel on Government aircraft as follows:
(a)
(1) You are an agency head and the President has determined that all your travel (or your travel in specified categories) qualifies as required-use travel; or
(2) You are not an agency head, and your agency head has determined in writing that all of your travel, or your travel in specified categories, qualifies as required-use travel. Such written explanation must state the specific basis for the determination.
In an emergency situation, prior verbal approval for required-use travel with an after-the-fact written authorization is permitted.
(b)
(c)
(d)
You must present to the aircraft management office that operates the Government aircraft—
(a) A copy of your written travel authorization, including a blanket travel authorization, if applicable, approved in accordance with § 301-10.262; and
(b) Valid picture identification, such as a Government identification card or a state-issued driver's license.
(a) No reimbursement is required for official travel on a Government aircraft.
(b) For personal travel on Government aircraft, reimbursement depends upon which of the following special cases applies:
(1) For any required use travel, you must reimburse the Government for the excess of the full coach fare for all flights taken over the full coach fare
(2) For travel authorized under 10 U.S.C. 4744 and regulations implementing that statute, or when you or your dependents are stationed by the Government in a remote location with no access to regularly scheduled commercial airline service and are authorized to use Government aircraft, you do not have to reimburse the Government.
(c) For political travel on a Government aircraft (
Except for required use travel, any use of Government aircraft for personal or political activities shall not cause an increase in the actual costs to the Government of operating the aircraft.
Your travel on Government aircraft will not be reported unless you are a senior Federal official, or a non-Federal traveler. (Travel under 10 U.S.C. 6744 is not reported.) If you are a senior Federal official or a non-Federal traveler, any use you make of Government aircraft,
Yes, an agency that authorizes travel on Government aircraft and an agency that owns or hires Government aircraft must make records about travelers on those aircraft available to the public in response to written requests under the Freedom of Information Act (5 U.S.C. 552), except for portions exempt from disclosure under that Act (such as classified information).
When authorized by your agency.
You compute mileage reimbursement by multiplying the distance traveled, determined under § 301-10.302 of this subpart by the applicable mileage rate prescribed in § 301-10.303 of this subpart.
Following is a chart listing the reimbursable and non-reimbursable expenses:
If another employee(s) travels with you on the same trip in the same POV, mileage is payable to only one of you. No deduction will be made from your mileage allowance if other passengers contribute to defraying your expenses.
If determined advantageous to the Government, you will be reimbursed on a mileage basis plus other allowable costs for round-trip travel on the beginning and/or ending of travel between the points involved.
Using a POV to transport other employees is strictly voluntary and you may be reimbursed in accordance with § 301-10.305.
Your agency may reimburse your parking fee as an allowable transportation expense not to exceed the cost of taxi fare to/from the terminal.
You will be reimbursed on a mileage basis (see § 301-10.303), plus per diem, not to exceed the total constructive cost of the authorized method of common carrier transportation plus per diem. Your agency must determine the constructive cost of transportation and
(a)
In addition, you may be reimbursed other allowable expenses as provided in § 301-10.304.
(b)
Your agency may authorize/approve use of:
(a) Taxicabs as specified in §§ 301-10.420 through 301-10.421 of this chapter;
(b) Commercial rental automobiles as specified in §§ 301-10.450 through 301-10.453 of this chapter; or
(c) Any other special conveyance when determined to be advantageous to the Government.
Actual expenses that your agency determines are necessary, including, but not limited to:
(a) Gasoline and oil;
(b) Rental of a garage, hangar, or boathouse;
(c) Feeding and stabling of horses;
(d) Per diem of operator; and
(e) Ferriage, tolls, etc.
You will be reimbursed the mileage cost for the use of your POV, and additional expenses such as parking fees, bridge, road and tunnel fees, not to exceed the constructive cost of the special conveyance.
A Government aircraft is any aircraft owned, leased, chartered, or rented and operated by the Government. An aircraft hired as a special conveyance is an aircraft that you, in your private capacity, rent, lease, or charter and operate.
(a)
(1) Between places of business at an official or TDY station;
(2) Between a place of lodging and a place of business at a temporary duty station; and
(3) To obtain meals at the nearest available place where the nature and location of the work at a TDY station are such that meals cannot be obtained there.
(b)
(i) Between a common carrier or other terminal and either your home or place of business at your official station, or your place of business or lodging at a TDY station; or
(ii) Between the carrier terminal and shuttle terminal.
(2) Courtesy transportation. You should use courtesy transportation service furnished by hotels/motels to the maximum extent possible as a first source of transportation between a place of lodging at the TDY station and a common carrier terminal. You will be reimbursed for tips when you use courtesy transportation service.
(3) Restrictions. When appropriate, your agency will restrict or place a monetary limit on the amount of reimbursement for the use of taxicabs under this paragraph when:
(i) Suitable Government or common carrier transportation service, including shuttle service, is available for all or part of the distance involved; or
(ii) Courtesy transportation service is provided by hotels/motels between the place of lodging at the TDY station and the common carrier terminal.
(c)
(1) From your home to your office on the day you depart the office on an official trip requiring at least one night's lodging; and
(2) From your office to your home on the day you return to the office from your trip.
(d)
(1) You are dependent on public transportation for officially ordered work outside regular working hours; and
(2) The travel between your office and home is during hours of infrequently scheduled public transportation or darkness.
An amount which your agency determines to be reasonable.
Your agency must determine that use of a rental vehicle is advantageous to the Government and must specifically authorize such use.
(a)
(1) The Government is a self-insurer.
(2) Rental vehicles available under agreement(s) with the Government includes full coverage insurance for damages resulting from an accident while performing official travel.
(3) Any deductible amount paid by you may be reimbursed directly to you or directly to the rental agency if the damage occurred while you were performing official business.
(b)
No. That is a personal expense and is not reimbursable.
You are responsible for any additional cost resulting from the unauthorized use of a commercial rental automobile for other than official travel-related purposes.
5 U.S.C. 5707.
When:
(a) You perform official travel away from your official station, or other areas defined by your agency;
(b) You incur per diem expenses while performing official travel; and
(c) You are in a travel status for more than 12 hours.
No.
Yes, unless:
(a) You perform travel to a training event under the Government Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be paid per diem expenses; or
(b) You perform pre-employment interview travel, and the interviewing agency does not authorize payment of per diem expenses.
Yes, you may be reimbursed both actual expense and per diem during a single trip, but only one method of reimbursement may be authorized for any given calendar day except as provided in § 301-11.305 or § 301-11.306. Your agency must determine when the transition between the reimbursement methods occurs.
Per diem expenses will be reimbursed by the:
(a) Lodgings-plus per diem method;
(b) Reduced per diem method;
(c) Conference lodging allowance method (see §§ 301-74.7 and 301-74.22 of this chapter); or
(d) Actual expense method.
Consult this table to find out where to access
Your TDY location determines your maximum per diem reimbursement rate. If you arrive at your lodging location after 12 midnight, you claim lodging cost for the preceding calendar day. If no lodging is required, the applicable M&IE reimbursement rate is the rate for the TDY location. (See § 301-11.102.)
If lodging is not available at your TDY location, your agency may authorize or approve the maximum per diem rate for the location where lodging is obtained.
Your per diem or actual expense entitlement starts on the day you depart your home, office, or other authorized point and ends on the day you return to your home, office or other authorized point.
You must record the date of departure from, and arrival at, the official station or any other place travel begins or ends. You must show this same information for points where you perform TDY or for a stopover or official rest stop location when the arrival or departure affects your per diem allowance or other travel expenses. You also should show the dates for other points visited. You do not have to record departure/arrival times, but you must annotate your travel claim when your travel is more than 12 hours but not exceeding 24 hours to reflect that fact.
You must make your lodging reservations through your agency travel management service as required by part 301-50 of this chapter.
Your agency will reimburse you for different types of lodging as follows:
(a)
(b)
(c)
(d)
(e)
Your reimbursement is limited to one-half of the double occupancy rate
When you obtain lodging on a long-term basis (e.g., weekly or monthly) your daily lodging rate is computed by dividing the total lodging cost by the number of days of occupancy for which you are entitled to per diem, provided the cost does not exceed the daily rate of conventional lodging. Otherwise the daily lodging cost is computed by dividing the total lodging cost by the number of days in the rental period. Reimbursement, including an appropriate amount for M&IE, may not exceed the maximum daily per diem rate for the TDY location.
When you rent a room, apartment, house, or other lodging on a long-term basis (e.g., weekly, monthly), the following expenses may be considered part of the lodging cost:
(a) The rental cost for a furnished dwelling; if unfurnished, the rental cost of the dwelling and the rental cost of appropriate and necessary furniture and appliances (e.g., stove, refrigerator, chairs, tables, bed, sofa, television, or vacuum cleaner);
(b) Cost of connecting/disconnecting and using utilities;
(c) Cost of reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (does not include installation and long-distance calls); and,
(e) If ordinarily included in the price of a hotel/motel room in the area concerned, the cost of special user fees (e.g., cable TV charges and plug-in charges for automobile head bolt heaters).
If you sought to obtain a refund or otherwise took steps to minimize the cost, your agency may reimburse expenses that are not refundable, including a forfeited rental deposit.
No. A meal provided by a common carrier or a complimentary meal provided by a hotel/motel does not affect your per diem.
Except as provided in § 301-11.17, your M&IE rate must be adjusted for a meal(s) furnished to you by the Government (including meals furnished under the authority of Part 304 of this Title) by deducting the appropriate amount shown in the chart in this section for travel within CONUS and the chart in Appendix B of this Chapter for meal deductions for OCONUS and foreign travel. The total amount of deductions made will not cause you to receive less than the amount allowed for incidental expenses.
When you cross the IDL your actual elapsed travel time will be used to compute your per diem entitlement rather than calendar days.
(a) Your agency may authorize a rest period not in excess of 24 hours at either an intermediate point or at your destination if:
(1) Either your origin or destination point is OCONUS;
(2) Your scheduled flight time, including stopovers, exceeds 14 hours;
(3) Travel is by a direct or usually traveled route; and
(4) Travel is by coach-class.
(b) When a rest stop is authorized the applicable per diem rate is the rate for the rest stop location.
(a) In general, you will be reimbursed as long as your travel status requires your stay to include a non-workday, (e.g., if you are on travel through Friday and again starting Monday you will be reimbursed for Saturday and Sunday), however, your agency should determine the most cost effective situation (
(b) Your agency will determine whether you will be reimbursed for non-workdays when you take leave immediately (e.g., Friday or Monday) before or after the non-workday(s).
If emergency travel is involved due to an incapacitating illness or injury, the rules in part 301-30 of this chapter govern.
If required by your agency to return to your official station on a non-workday, you will be reimbursed the amount allowable for return travel.
Your agency may authorize per diem or actual expense and round-trip transportation expenses for periodic return travel on non-workdays to your home or official station under the following circumstances:
(a) The agency requires you to return to your official station to perform official business; or
(b) The agency will realize a substantial cost savings by returning you home; or
(c) Periodic return travel home is justified incident to an extended TDY assignment.
If you voluntarily return home or to your official station on non-workdays during a TDY assignment, the maximum reimbursement for round trip transportation and per diem or actual expense is limited to what would have been allowed had you remained at the TDY location.
Yes. You must provide a lodging receipt and a receipt for every authorized expense over $75, or provide a reason acceptable to your agency explaining why you are unable to furnish the necessary receipt(s) (see § 301-52.4 of this chapter).
Hard copy receipts should be electronically scanned and submitted with your electronic travel claim when your agency has fully deployed ETS and notifies you that electronic scanning is available within your agency (see § 301-50.3 of
If you travel to a location where the per diem rate is insufficient to meet necessary expenses, you may submit a request, containing pertinent lodging & meal cost data, through your agency asking that the location be surveyed. Depending on the location in question your agency may submit the survey request to:
No. Lodging taxes paid by you are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. For example, if your agency authorizes you a maximum lodging rate of $50 per night, and you elect to stay at a hotel that costs $100 per night, you can only claim the amount of taxes on $50, which is the maximum authorized lodging amount. This section is effective January 1, 1999, for CONUS locations and effective January 1, 2000, for non-foreign areas. For foreign areas, lodging taxes have not been removed from foreign per diem rates established by the Department of State. Separate claims for lodging taxes incurred in foreign areas are not allowed.
Yes, unless exempted by the State or local jurisdiction.
Exemptions from taxes for Federal travelers, and the forms required to claim them, vary from location to location. The GSA Per Diem Rates webpage (
You may request reimbursement on an actual expense basis, not to exceed 300 percent of the maximum per diem allowance.
Approval of actual expenses is usually in advance of travel and at the discretion of your agency. (See § 301-11.302.)
Yes. The expenses incurred for laundry, cleaning and pressing of clothing at a TDY location are reimbursable as
Yes, your agency may reimburse you for an advance room deposit, when such a deposit is required by the lodging facility to secure a room reservation, prior to the beginning of your scheduled official travel. However, if you are reimbursed the advance room deposit, but fail to perform the scheduled official travel for reasons not acceptable to your agency, resulting in forfeit of the deposit, you are indebted to the Government for that amount and must repay it in a manner prescribed by your agency.
When travel is more than 12 hours and overnight lodging is required you are reimbursed your actual lodging cost not to exceed the maximum lodging rate for the TDY location or stopover point.
(a) Except as provided in paragraph (b) of this section, your allowance is as shown in the following table:
(b) If you travel by ship, either commercial or Government, your agency will determine an appropriate M&IE rate within the applicable maximum rate allowable.
Under the following circumstances:
(a) When your agency can determine in advance that lodging and/or meal costs will be lower than the per diem rate; and
(b) The lowest authorized per diem rate must be stated in your travel authorization in advance of your travel.
When:
(a) Lodging and/or meals are procured at a prearranged place such as a hotel where a meeting, conference or training session is held;
(b) Costs have escalated because of special events (e.g., missile launching periods, sporting events, World's Fair, conventions, natural disasters); lodging and meal expenses within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location consume most or all of the savings achieved from occupying less expensive lodging;
(c) Because of mission requirements; or
(d) Any other reason approved within your agency.
Any official designated by the head of your agency.
Request for authorization for reimbursement under actual expense should be made in advance of travel. However, subject to your agency's policy, after the fact approvals may be granted when supported by an explanation acceptable to your agency.
The maximum amount that you may be reimbursed under actual expense is limited to 300 percent (rounded to the next higher dollar) of the applicable maximum per diem rate. However, subject to your agency's policy, a lesser amount may be authorized.
When authorized actual expense and your expenses are less than the locality per diem rate or the authorized amount, reimbursement is limited to the expenses incurred.
Your reimbursement is limited to the 300 percent ceiling. There is no authority to exceed this ceiling.
You must itemize all expenses, including meals, (each meal must be itemized separately) for which you will be reimbursed under actual expense. However, expenses that do not accrue daily (e.g., laundry, dry cleaning, etc.) may be averaged over the number of days your agency authorizes/approves actual expenses. Receipts are required for lodging, regardless of amount and any individual meal when the cost exceeds $75. Your agency may require receipts for other allowable per diem expenses, but it must inform you of this requirement in advance of travel. When your agency limits M&IE reimbursement to either the prescribed maximum M&IE rate for the locality concerned or a reduced M&IE rate, it may or may not require M&IE itemization at its discretion.
The ITRA is an allowance designed to reimburse Federal, State and local income taxes incurred incident to an extended TDY assignment at one location.
An employee (and spouse, if filing jointly) who was in a TDY status for an extended period at one location, and who incurred Federal, State, or local income taxes on amounts received as reimbursement for official travel expenses.
No. Reimbursement is limited to income taxes.
Yes. A claim must be submitted in accordance with your agency's policy.
Yes, for the total amount of the income tax penalty and/or interest assessed by the IRS for tax years 1993 and 1994 only.
Your agency will determine what documentation is sufficient. (See § 301-11.531.)
Your agency should:
(a) Determine Federal, State and local marginal tax rates by using the procedures and the marginal tax tables established for the relocation income tax allowance in § 302-11.7, § 302-11.8, and the appropriate RIT tax table(s) located at
(b) Determine reimbursement as calculated in the illustration shown in § 301-11.535.
Yes. The amount received must be reported as taxable income in the year in which received, but you are eligible to receive an allowance to cover the taxes assessed on the ITRA under § 301-11.528.
Yes, if agreed to in writing by your agency and with the understanding that you will be responsible for any income taxes due without further reimbursement.
(a) Reimbursement is as illustrated:
(b) Reimbursement of the ITRA and the tax on the ITRA is a final lump sum payment with no further reimbursement. You will be responsible for any income taxes due on $19,307.
Yes. You are reimbursed for the tax on the tax reimbursement received. Your agency will calculate the tax on
You must determine what documentation you require to be submitted with the employee's claim. It can include:
(a) A certified statement as prescribed in § 302-11.10 of this title or copies of completed Federal, State and local tax return for the tax year in which the taxes were withheld and paid.
(b) Copies of W-2's and Form 1099's.
(c) Any documentation received from the IRS identifying any interest or penalty payment (tax years 1993 and 1994 only).
(d) Any other documentation necessary to substantiate the claim.
You should follow the procedures prescribed for the relocation income tax allowance, see § 302-11.7, § 302-11.8 and the appropriate RIT tax table(s) located at
Yes, the total amount of any penalty and interest assessed by the IRS (for tax years 1993 and 1994 only) due to the failure of the Government to withhold the appropriate income taxes are reimbursable.
The tax tables for the year the tax was incurred are to be used.
(a) Use the documents prescribed in § 301-11.531 to calculate the ITRA as follows:
(1) Determine Federal, State and local marginal tax rates by using the procedures and the marginal tax tables established for the relocation income tax allowance in § 302-11.7, § 302-11.8 and the appropriate RIT tax table(s) located at
(2) Add any penalty or interest for tax years 1993 or 1994 only to determine the full ITRA payment; or
(b) As calculated in the following illustration.
Example of calculating an employee's tax return using the marginal tax rate schedules in the state RIT tax table(s) located at
Yes. The ITRA reimbursement is considered taxable income in the year paid and is subject to tax withholding as any other income.
Yes, as determined by your internal tax withholding procedures established for your agency pursuant to IRS procedures.
Yes, if the employee mutually agrees in writing to the lump sum payment and understands that he/she is responsible for any income taxes without further reimbursement. (See the illustration in § 301-11.527.)
The tax on the ITRA reimbursement should be calculated using the Year 2 formulas developed for the relocation income tax allowance. (See § 302-11.8.)
You must collect any excess payments, which includes issuing corrected W-2's or 1099's.
The ITRA is an allowance designed to reimburse Federal, State and local income taxes incurred incident to an extended TDY assignment at one location.
An employee (and spouse, if filing jointly) who was in a TDY status for an extended period at one location and who incurred Federal, State, or local income taxes on amounts received as reimbursement for official travel expenses.
No. Reimbursement is limited to income taxes.
Yes, a claim must be submitted in accordance with your agency's policy.
No. The reimbursement of tax penalty and/or interest payment assessed by the IRS is limited by law to tax years 1993 and 1994 only.
Your agency will determine what documentation is sufficient. (See § 301-11.631.)
Your agency should:
(a) Determine Federal, State and local marginal tax rates by using the procedures and the marginal tax tables established for the relocation income tax allowance in § 302-11.7, § 302-11.8 and the appropriate RIT tax table(s) located at
(b) Determine reimbursement as calculated in the illustration shown in § 301-11.535.
Yes. The amount received must be reported as taxable income in the year in which received, but you are eligible to receive an allowance to cover the taxes assessed on the ITRA under § 301-11.628.
Yes, if agreed to in writing by your agency and with the understanding that you will be responsible for any income taxes due without further reimbursement.
(a) Reimbursement is as illustrated:
(b) Reimbursement of the ITRA and tax on the ITRA is a final lump sum payment with no further reimbursement. You will be responsible for any income taxes due on $19,307.
Yes. You are reimbursed for the tax on the tax reimbursement received. Your agency will calculate the tax on the tax reimbursement using the formulas developed for the Year 2 reimbursements of the relocation income tax allowance (see § 302-11.8 of this title).
You must determine what documentation you require to be submitted with the employee's claim. It may include:
(a) A certified statement as prescribed in § 302-11.10 of this title or a copy of the employee's completed Federal, State and local tax return for the tax year in which the taxes were withheld and paid.
(b) Copies of W-2's and Form 1099's; and
(c) Any other documentation necessary to substantiate your claim.
You should follow the procedures prescribed for the relocation income tax allowance, see § 302-11.7, § 302-11.8 and the appropriate RIT tax table(s) located at
No. The reimbursement of penalty and/or interest payments assessed by the IRS is limited by law to tax years 1993 and 1994 only.
The tax tables for the year the tax was incurred are to be used.
Use the documents prescribed in § 301-11.631 to calculate the ITRA as follows:
(a) Determine Federal, State and local marginal tax rates by using the procedures and the marginal tax tables established for the relocation income tax allowance in § 302-11.7, § 302-11.8 and the appropriate RIT tax table(s) located at
(b) As calculated in the following illustration.
Example of calculating an employee's tax return using the marginal tax rate schedules in the state RIT tax table(s) located at
Yes. The ITRA reimbursement is considered taxable income in the year paid and is subject to tax withholding as any other income.
Yes, as determined by your internal tax withholding procedures established for your agency pursuant to IRS procedures.
Yes, if the employee mutually agrees in writing to the lump sum payment and understands that he/she is responsible for any income taxes without further reimbursement. See the illustration in § 301-11.627.
The tax on the tax reimbursement should be calculated using the Year 2 formulas developed for the relocation income tax allowance. (See § 302-11.8.)
You must collect any excess payments, which includes issuing corrected W-2's or 1099's.
5 U.S.C. 5707.
When the following items have been authorized or approved by your agency, they will be reimbursed as a miscellaneous expense. Taxes for reimbursable lodging are deemed approved when lodging is authorized. Examples of such expenses include, but are not limited to the following:
You should use Government provided services for all official communications. When they are not available, commercial services may be used. Reimbursement may be authorized or approved by your agency.
Your agency may reimburse expenses related to baggage as follows:
(a) Transportation charges for authorized excess;
(b) Necessary charges for transferring baggage;
(c) Necessary charges for storage of baggage when such charges are the result of official business;
(d) Charges for checking baggage; and
(e) Charges or tips at transportation terminals for handling Government property carried by the traveler.
5 U.S.C. 5707.
To provide reasonable accommodations to an employee with a special need by paying for additional travel expenses incurred.
When an additional travel expense is necessary to accommodate a special physical need which is either:
(a) Clearly visible and discernible; or
(b) Substantiated in writing by a competent medical authority.
Your agency approving official may pay for any expenses deemed necessary by your agency to accommodate an employee with a special need including, but not limited to, the following expenses:
(a) Transportation and per diem expenses incurred by a family member or other attendant who must travel with you to make the trip possible;
(b) Specialized transportation to, from, and/or at the TDY duty location;
(c) Specialized services provided by a common carrier to accommodate your special need;
(d) Costs for handling your baggage that are a direct result of your special need;
(e) Renting and/or transporting a wheelchair;
(f) Premium-class accommodations when necessary to accommodate your special need, under Subpart B of Part 301-10 of this subchapter; and
(g) Services of an attendant, when necessary, to accommodate your special need.
For limits on the amount that may be paid to an attendant, other than travel expenses, see 5 U.S.C. 3102 and guidance at
5 U.S.C. 5707.
Travel which results from:
(a) Your becoming incapacitated by illness or injury not due to your own misconduct; or
(b) The death or serious illness of a member of your family; or
(c) A catastrophic occurrence or impending disaster, such as fire, flood, or act of God, which directly affects your home.
“Family” includes any member of your immediate family, as defined in § 300-3.1. However, your agency may, on a case-by-case basis, expand this definition to include other members of your and/or your spouse's extended family.
Contact your travel authorizing/approving official for instructions as soon as possible.
Your agency may pay:
(a) Per diem at the location where you incurred or were treated for incapacitating illness or injury for a reasonable period of time (generally 14 calendar days). However, your agency may pay for a longer period.
(b) Transportation and per diem expense for travel to an alternate location to receive medical treatment.
(c) Transportation and per diem expense to return to your official station.
(d) Transportation costs of a medically necessary attendant.
Expenses are not payable when:
(a) Confined to:
(1) A medical facility within the proximity of your official duty station.
(2) The same medical facility you would have been admitted to if your incapacitating illness or injury occurred at your official station.
(b) The Government provides or reimburses you for hospitalization under any Federal statute (including hospitalization in a Department of Veterans Affairs (VA) Medical center or military hospital). However, per diem expenses are payable if your hospitalization is paid under the Federal Employees Health Benefits Program (5 U.S.C. 8901-8913).
5 U.S.C. 5707.
To protect a law enforcement/investigative employee and his/her immediate family when their lives are placed in jeopardy as a result of the employee's assigned duties.
Generally, “family” includes any member of your immediate family, as defined in § 300-3.1 of this title. However, your agency may, on a case-by-case basis, expand this definition to include other members of you and/or your spouse's extended family.
Yes, if you serve in a law enforcement, investigative, or similar capacity for special law enforcement/investigative purposes and your agency authorizes such expenses.
No. Your agency decides when it is appropriate to pay these expenses based on the nature of the threat against your life and/or the life of a member(s) of your immediate family.
When your agency determines that a threat against you or a member(s) of your immediate family justifies moving you and/or your family to temporary living accommodations at or away from your official station.
Your agency designates the area where you and/or your family should obtain lodging. It may be within your official station or at an alternate location.
Yes, if authorized by your agency.
Your agency may pay transportation expenses authorized by part 301-10 of this chapter to transport you and/or your family to/from a temporary location.
Only your lodging cost may be paid. However, your agency may pay for meals and laundry/cleaning expenses if:
(a) Your temporary living accommodations do not have kitchen or laundry facilities; or
(b) Your agency determines that other extenuating circumstances exist which necessitate payment of these expenses.
Your agency will pay your actual subsistence expenses not to exceed the “maximum allowable amount” for the period you or your family occupy temporary living accommodations. The “maximum allowable amount” is the “maximum daily amount” multiplied by the number of days you or your family occupy temporary living accommodations not to exceed the number of days authorized. The “maximum daily amount” is determined by adding the rates in the following table for you and each member of your family authorized to occupy temporary living accommodations:
No.
Yes. You must keep track of your actual expenses as described in part 301-11 of this chapter.
Your agency may pay for subsistence expenses up to 60 days. However, your agency may pay for additional periods if it determines that an extension is justified.
Yes, you may receive a travel advance under § 301-51.200 of this chapter for up to a 30-day period at a time to cover expenses allowable. Your travel advance may not exceed the maximum allowable amount authorized under § 301-31.10, and you will be required to reimburse your agency for any portion of the advance disallowed or not spent.
You must provide receipts or any other documentation required by your agency. However, in instances when documentation might compromise the security of the individuals involved, the head of the agency may waive these requirements.
5 U.S.C. 5707; 40 U.S.C. 121(c).
In this part, the pronouns “I”, “you”, and their variants refer to the employee.
You must arrange your travel as designated by your agency and in accordance with this part.
Yes, if you are an employee of an agency as defined in § 301-1.1 of this chapter, you must use the E-Gov Travel Service when your agency makes it available to you. Until then, you must use your agency's existing Travel Management Service (TMS) to make your travel arrangements. If you are an employee of the Department of Defense (DoD) or of the Government of the District of Columbia, you must arrange your travel in accordance with your agency's TMS. Your agency may grant an exception to required use of TMS/ETS under §§ 301-50.4, 301-73.102, or 301-73.104 of this chapter.
Yes, your agency head or his/her designee may grant an individual case exception to required use of your agency’s current TMS or to required use of ETS once your agency has fully deployed ETS, but only when your travel meets one of the following conditions:
(a) Such use would result in an unreasonable burden on mission accomplishment (e.g., emergency travel is involved and TMS/ETS is not accessible; you are performing invitational travel; or you have special needs or require disability accommodations under part 301-13 of this chapter).
(b) Such use would compromise a national security interest.
(c) Such use might endanger your life (e.g., you are traveling under the Federal witness protection program, or you are a threatened law enforcement/investigative officer traveling under part 301-31 of this chapter).
If you do not have an approved exception under §§ 301-50.4 or 301-73.104 of this chapter, you are responsible for any additional costs resulting from the failure to use the TMS or E-Gov Travel Service, including service fees, cancellation penalties, or other additional costs (e.g., higher airfares, rental car charges, or hotel rates). In addition,
An online self-service booking tool is an Internet based system that permits travelers to make their own reservations for transportation (
Yes, you should use the online self-service booking tool offered by ETS or your agency’s TMS until ETS becomes available to you.
Some extenuating circumstances for which you may not be able to use online self-service booking are (1) when you are attending a conference where the conference sponsor has negotiated with one or more lodging facilities to set aside a specific number of rooms for conference attendees and to ensure that a set aside room is available to you, you are required to book lodging directly with the lodging facility, (2) when your travel is to a remote location and it is not possible to book lodging accommodations through the TMS or ETS, or (3) when such travel arrangements are so complex and circumstance will not allow you to book your travel through an online self-service booking tool.
Yes, there are limits on travel arrangements you may make for common carrier, commercial lodging, and car rental accommodations. Such limitations include, but are not limited to the following:
(a)
(2) You may use first-class accommodations only under §§ 301-10.123, 301-10.162, and 301-10.183 and business-class accommodations only under § 301-10.124 of this chapter; and
(3) You must always use a U.S. Flag Air Carrier unless your travel circumstances meet one of the exceptions in §§ 301-10.131 through 301-10.143 of this chapter.
(b)
(2) When selecting a commercial lodging facility, first consideration must be given to the commercial lodging facilities under FedRooms (FedRooms may be found on the Internet at
(i) An FedRooms facility is not available at the location you need (e.g., there are no FedRooms facilities within a reasonable proximity of your temporary duty station, or there are no vacancies at the FedRooms facilities at that location). (Your agency's TMS or E-Gov Travel Service (ETS) must provide you with a list of alternative facilities that meet the fire safety requirements of the Act).
(ii) Your agency has other contractual arrangements with commercial lodging facilities that meet the FEMA fire safety requirements at a lower cost than FedRooms properties.
(iii) Your agency determines on an individual case-by-case basis that it is not practical to use FPLP facilities to meet mission requirements.
(iv) You are attending a conference with prearranged lodging accommodations and are required to book lodging directly with the lodging facility.
(v) Your travel is OCONUS.
(c)
5 U.S.C. 5707. Subpart A is issued under the authority of Sec. 2, Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note); 40 U.S.C. 121(c).
You are required to use the Government contractor-issued travel charge card for all official travel expenses unless you have an exemption.
The Administrator of General Services exempts the following from the mandatory use of the Government contractor-issued travel charge card:
(a) Expenses incurred at a vendor that does not accept the Government contractor-issued travel charge card;
(b) Laundry/dry cleaning;
(c) Parking;
(d) Local transportation system;
(e) Taxi;
(f) Tips;
(g) Meals (when use of the card is impractical, e.g., group meals or the Government contractor-issued travel charge card is not accepted);
(h) Phone calls (when a Government calling card is available for use in accordance with agency policy);
(i) An employee who has an application pending for the travel charge card;
(j) Individuals traveling on invitational travel;
(k) New appointees;
(l) Relocation allowances prescribed in chapter 302 of this title, except en route travel and househunting trip expenses; and
(m) Employees who travel 5 times or less a year. Even though exempt, agencies have the discretion to issue a travel charge card to such an employee.
The head of your agency or his/her designee(s) has (have) the authority to grant exemptions from the mandatory use of the Government contractor-issued travel charge card.
No, an exemption from use would not prevent you from using the Government contractor-issued travel charge card on a voluntary basis in accordance with your agency's policy.
If you receive an exemption from use of the Government contractor-issued travel charge card, your agency may authorize one or a combination of the following methods of payment:
(a) Personal funds, including cash or personal charge card;
(b) Travel advances; or
(c) Government Transportation Request (GTR).
City pair contractors are not required to accept payment by the methods in paragraph (a) or (b) of this section.
No, the Government contractor-issued travel charge card may be used only for official travel related expenses.
If you use the Government contractor-issued travel charge card for purposes other than official travel, your agency may take appropriate disciplinary action.
You must use a Government contractor-issued individually billed travel card, centrally billed account, or GTR to procure contract passenger transportation services. For all other common carrier transportation, you must use one of the methods specified in the following table:
Use of one of the following payment methods of this section to procure common carrier transportation is considered the equivalent of cash and you must comply with the rules in 41 CFR 102-118.50 that limit the use of cash for such purposes.
(a) Personal credit cards;
(b) Cash withdrawals obtained from an ATM using a Government contractor-issued individually billed travel card; and
(c) Checks, both personal and travelers (including those obtained through a travel payment system services program).
If you are a new employee or an invitational or infrequent traveler who is unaware of proper procedures for purchasing common carrier transportation, your agency may allow reimbursement for the full cost of the transportation. In all other instances, your reimbursement will be limited to the cost of such transportation using the authorized method of payment.
You are liable for any Government expenditure that is caused by your negligence in safeguarding the GTR or tickets received in exchange for the GTR. To avoid liability, immediately report a lost or stolen GTR to your administrative office. If the lost or stolen GTR shows the carrier service desired, and point of origin, promptly notify in writing the named carrier and other local initial carriers. Do not use a GTR that is recovered after having been reported as lost or stolen. Instead, report the recovered GTR to your administrative office.
The amount your agency advances you may not exceed the following amounts:
You must file a travel claim which accounts for your advance after completion of your assignment, in accordance with your agency's policy. If you are in a continuous travel status (e.g., an auditor or inspector) or if you submit periodic reimbursement vouchers on an individual trip authorization, your agency may reimburse you the full amount of your travel expenses without any deduction of your advance until such time as you file a final voucher. If the amount advanced is less than the amount of the voucher on which it is deducted, you will be reimbursed the net amount. If the advance exceeds the reimbursable amount, you must immediately refund the excess.
Promptly notify the appropriate agency officials and refund any monies advanced in connection with the authorized travel.
5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2., Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note).
Yes.
You must provide the following:
(a) An itemized list of expenses and other information (specified in the listing of required standard data elements contained in Appendix C of this chapter, and any additional information your agency may specifically require), except:
(1) You may aggregate expenses for local telephone calls, local metropolitan transportation fares, and parking meter fees, except any individual expenses costing over $75 must be listed separately;
(2) When you are authorized lodgings-plus per diem, you must state the M&IE allowance on a daily basis;
(3) When you are authorized a reduced per diem, you must state the reduced rate your agency authorizes on a daily basis; and
(4) When your agency limits M&IE reimbursement to the prescribed maximum M&IE for the locality concerned, you must state the reduced rate on a daily basis.
(5) Your agency may or may not require itemization of M&IE when reimbursement is limited to either the maximum M&IE locality rate or a reduced M&IE rate is authorized.
(b) The type of leave and the number of hours of leave for each day;
(c) The date of arrival and departure from the TDY station and any non-duty points visited when you travel by an indirect route other than a stopover to change planes or embark/disembark passengers;
(d) A signed statement, “I hereby assign to the United States any rights I may have against other parties in connection with any reimbursable carrier transportation charges described herein,” when you use cash to pay for common carrier transportation.
As soon as your agency fully deploys the E-Gov Travel Service (ETS), you must use the ETS to file all your travel claims. (Agencies are required to fully deploy the ETS no later than September 30, 2006.) Until that time, you must file your travel claim in the format prescribed by your agency. If the prescribed travel claim is hardcopy, the claim must be signed in ink. Any alterations or erasures to your hardcopy travel claim must be initialed. If your agency has electronic processing, use your electronic signature where required.
You must provide:
(a) Evidence of your necessary travel authorizations including any necessary special authorizations;
(b) Receipts for:
(1) Any lodging expense, except when you are authorized a fixed reduced per diem allowance;
(2) Any other expense costing over $75. If it is impracticable to furnish receipts in any instance as required by this subtitle, the failure to do so must be fully explained on the travel voucher. Mere inconvenience in the matter of taking receipts will not be considered; and
(3) Receipts must be retained for 6 years and 3 months as prescribed by the National Archives and Records Administration (NARA) under General Records Schedule 6, paragraph number
Yes, your agency may exempt an expenditure from the receipt requirement because the expenditure is confidential.
You must submit your travel claim in accordance with administrative procedures prescribed by your agency.
Unless your agency administratively requires you to submit your travel claim within a shorter timeframe, you must submit your travel claim as follows:
(a) Within 5 working days after you complete your trip or period of travel; or
(b) Every 30 days if you are on continuous travel status.
Yes, if you do not:
(a) Provide proper itemization of an expense;
(b) Provide receipt or other documentation required to support your claim; and
(c) Claim an expense which is not authorized.
Your agency will disallow your claim for that expense, issue you a notice of disallowance, and pay your claim for those items which are not disallowed.
Yes, you may request reconsideration of your claim if you have additional facts or documentation to support your request for reconsideration.
You must:
(a) File a new claim.
(b) Provide full itemization for all disallowed items reclaimed.
(c) Provide receipts for all disallowed items reclaimed that require receipts, except that you do not have to provide a receipt if your agency already has the receipt.
(d) Provide a copy of the notice of disallowance.
(e) State the proper authority for your claim if you are challenging your agency's application of the law or statute.
(f) Follow your agency's procedures for challenging disallowed claims.
(g) If after reconsideration by your agency your claim is still denied, you may submit your claim for adjudication to the GSA Board of Contract Appeals in accordance with 48 CFR part 6104.
(a) You forfeit reimbursement pursuant to 28 U.S.C. 2514; and
(b) You may be subject under 18 U.S.C. 287 and 1001 to one, or both, of the following:
(1) A fine of not more than $10,000, or
(2) Imprisonment for not more than 5 years.
Yes. You will find it helpful to keep a record of your expenses by date of the expense to aid you in preparing your travel claim or for tax purposes.
You must account for the travel advance in accordance with your agency's procedures.
You must submit the passenger coupons to your agency in accordance with your agency's procedures.
You must submit any unused tickets, coupons, or other evidence of refund to your agency in accordance with your agency's procedures.
Your agency must reimburse you within 30 calendar days after you submit a proper travel claim to your agency's designated approving office. Your agency must ensure that it uses a satisfactory recordkeeping system to track submission of travel claims. For example, travel claims submitted by mail, in accordance with your agency's policy, could be annotated with the time and date of receipt by your agency. Your agency could consider travel claims electronically submitted to the designated approving office as submitted on the date indicated on an e-mail log, or on the next business day if submitted after normal working hours. However, claims for the following relocation allowances are exempt from this provision:
(a) Transportation and storage of household goods and professional books, papers and equipment;
(b) Transportation of mobile home;
(c) Transportation of a privately owned vehicle;
(d) Temporary quarters subsistence expense, when not paid as lump sum;
(e) Residence transaction expenses;
(f) Relocation income tax allowance;
(g) Use of a relocation services company;
(h) Home marketing incentive payments; and
(i) Allowance for property management services.
Your agency must notify you as soon as practicable after you submit your travel claim of any error that would prevent payment within 30 calendar days after submission and must provide the reason(s) why your travel claim is not proper. However, not later than May 1, 2002, agencies must achieve a maximum time period of seven working days for notifying you that your travel claim is not proper.
Yes, your agency must pay you a late payment fee, in addition to the amount due you, for any proper travel claim not reimbursed within 30 calendar days of your submission of it to the approving official.
Your agency must either:
(a) Calculate late payment fees using the prevailing Prompt Payment Act Interest Rate beginning on the 31st day after submission of a proper travel claim and ending on the date on which payment is made; or
(b) Reimburse you a flat fee of not less than the prompt payment amount, based on an agencywide average of travel claim payments; and
(c) In addition to the fee required by paragraphs (a) and (b) of this section, your agency must also pay you an amount equivalent to any late payment charge that the card contractor would have been able to charge you had you not paid the bill.
Yes, a late payment fee will only be paid when the computed late payment fee is $1.00 or greater.
No, the Internal Revenue Service (IRS) has determined that the late payment fee is in the nature of interest (compensation for the use of money). Your agency will report payments in accordance with IRS guidelines.
Yes, your agency will report this payment as additional wages on Form W-2.
No, mandatory use of the Government contractor-issued travel charge card does not relieve you of your obligation to pay your bill in accordance with your cardholder agreement.
5 U.S.C. 5707; 31 U.S.C. 1353.
The pronouns “I”, “you”, and their variants throughout this part refer to the employee.
Any promotional benefits or materials received from a travel service provider in connection with official travel may be retained for personal use, if such items are obtained under the same conditions as those offered to the general public and at no additional cost to the Government.
Promotional benefits or materials you receive from a travel service provider in connection with your planning and/or scheduling an official conference or other group travel (as opposed to performing official travel yourself) are considered property of the Government, and you may only accept the benefits or materials on behalf of the Federal Government (
Promotional materials and frequent traveler benefits may be used as follows:
(a) You may use frequent traveler benefits earned on official travel to obtain travel services for a subsequent official travel assignment(s); however, you may also retain such benefits for your personal use, including upgrading to a higher class of service while on official travel.
(b) If you are offered such benefits as a result of your role as a conference
No, you may not select a traveler service provider based on whether it provides frequent traveler benefits. You must use the travel service provider for which your agency is a mandatory user. This includes contract passenger transportation services and travel management services. You may not choose a travel service provider to gain frequent traveler benefits for personal use. (Also see §§ 301-10.109 and 301-10.110 of this chapter.)
Yes, the exceptions are in accordance with §§ 301-10.107 and 301-10.108 of this chapter for the mandatory use of a contract city-pair fare, and § 301-73.103 of this chapter for the mandatory use of a travel management service.
A denied boarding benefit (e.g., cash, free ticket coupon) is not a promotional item given by an airline. See the provisions of § 301-10.116 of this chapter when an airline denies you a seat (involuntary) and § 301-10.117 of this chapter when you vacate your seat (voluntary).
5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note).
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.
Yes, upon written request from the contractor, your agency may collect, from your disposable pay, any undisputed delinquent amounts that you owe to a Government travel charge card contractor.
Disposable pay is your compensation remaining after the deduction from your earnings of any amounts required by law to be withheld. These deductions do not include discretionary deductions such as savings bonds, charitable contributions, etc. Deductions may be made from any type of pay you
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.
Yes, your agency must:
(a) Provide you with written notice of the type and amount of the claim, the intention to collect the claim by deduction from your disposable pay, and an explanation of your rights as a debtor;
(b) Give you the opportunity to inspect and copy their records related to the claim;
(c) Allow an opportunity for a review within the agency of its decision to collect the amount; and
(d) Provide you with an opportunity to make a written agreement with the contractor to repay the delinquent amount of the claim.
No, your agency may only collect undisputed delinquent amounts for which you have been reimbursed under the applicable travel regulations. However, if you have not submitted a proper travel claim within the timeframe requirements of § 301-52.7 of this chapter, and there are no extenuating circumstances, your agency may collect the undisputed delinquent amounts based on the amounts charged on the travel charge card.
As set forth in Public Law 105-264, 112 Stat. 2350, October 19, 1998, the maximum amount your agency may deduct from your disposable pay is 15 percent a pay period, unless you agree in writing to a larger percentage.
5 U.S.C. 5707; 40 U.S.C. 121(c); Sec 2, Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note), Office of Management and Budget Circular No. A-126, “Improving the Management and Use of Government Aircraft,” revised May 22, 1992, and OMB Circular No. A-123, Appendix B, “Improving the Management of Government Charge Card Programs,” revised April 2006.
When administering the authorization and payment of travel expenses, you—
(a) Must limit the authorization and payment of travel expenses to travel that is necessary to accomplish your mission in the most economical and effective manner, under rules stated throughout this chapter;
(b) Should give consideration to budget constraints, adherence to travel policies, and reasonableness of expenses;
(c) Should always consider alternatives, including teleconferencing, prior to authorizing travel; and
(d) Must require employees to use the ETS to process travel authorizations and claims for travel expenses once you migrate to the ETS, but no later than September 30, 2006, unless an exception has been granted under §§ 301-73.102 or 301-73.104 of this chapter.
You must:
(a) Limit authorization and payment of transportation expenses to those expenses that result in the greatest advantage to the Government;
(b) Ensure that travel is by the most expeditious means practicable.
In selecting a particular method of transportation you must consider:
(a) The total cost to the Government, including per diem, overtime, lost worktime, actual transportation cost, total distance of travel, number of points visited, the number of travelers and energy conservation. As stated in 5 U.S.C. 5733, “travel of an employee shall be by the most expeditious means of transportation practicable and shall be commensurate with the nature and purpose of the duties of the employee requiring such travel.”
(b) Travel by common carrier (air, rail, bus) is considered the most advantageous method to perform official travel. Other methods of transportation may be authorized as advantageous only when the use of common carrier transportation would interfere with the performance of official business or impose an undue hardship upon the traveler, or when the total cost by common carrier exceeds the cost by another method of transportation. A determination that another method of transportation is more advantageous to the Government than common carrier will not be made on the basis of personal preference or inconvenience to the traveler.
You must establish policies and procedures governing:
(a) Who will determine what method of transportation is more advantageous to the Government;
(b) Who will approve any of the following:
(1) Use of business-class service for airlines under § 301-10.124 and first-class service for air, rail, and ship under §§ 301-10.123, 301-10.162, and 301-10.183 of this chapter;
(2) Use of a special-reduced fare or reduced group or charter fare;
(3) Use of an extra-fare train service under § 301-10.164;
(4) Use of ship service;
(5) Use of a foreign ship;
(6) Use of a foreign air carrier;
(c) When you will:
(1) Require the use of a Government vehicle;
(2) Allow the use of a Government vehicle; and
(3) Prohibit the use of a Government vehicle;
(d) When you will consider use of a POV advantageous to the Government, such as travel to/from common carrier
(e) Procedures for claiming POV reimbursement;
(f) When you will allow use of a special conveyance (e.g. commercially rented vehicles);
(g) What procedures an employee must follow when he/she travels by an indirect route or interrupts travel by a direct route; and
(h) For local transportation whether to reimburse the full amount of transportation costs or only the amount by which transportation costs exceed the employee's normal costs for transportation between:
(1) Office or duty point and another place of business;
(2) Places of business; or
(3) Residence and place of business other than office or duty point.
Travel by ship is not generally regarded as advantageous. You must determine that the advantages accruing from the use of ocean transportation offset the higher costs associated with ship travel,
You should consider:
(a) The advantages of using a Government automobile. Such advantages may include, but are not limited to:
(1) Full utilization or availability of fleet vehicles;
(2) Lower cost;
(3) Official presence.
(b) The type of travel the employee performs. You should require such a commitment when an employee or group of employees requires the use of an automobile for official travel on a frequent or repetitive basis.
No, but if the employee elects to use a POV instead of an alternative form of transportation you authorize, you must:
(a) Limit reimbursement to the constructive cost of the authorized method of transportation, which is the sum of per diem and transportation expenses the employee would reasonably have incurred when traveling by the authorized method of transportation; and
(b) Charge leave for any duty hours that are missed as a result of travel by POV.
You must establish policies and procedures governing:
(a) Who will authorize a rest period;
(b) Circumstances allowing a rest period during prolonged travel (see § 301-11.20 for minimum standards);
(c) If, and in what instances, you will allow an employee to return to his/her official station on non-workdays;
(d) Who will determine if an employee will be allowed to return to his/her official station on a case by case basis.
(e) Who will determine in what instances you will pay a reduced per diem rate;
(f) Who will determine, and in what instances, actual expenses are appropriate in each individual case; and
(g) If you will define a radius broader than the official station in which per diem or actual expense will not be authorized.
You should limit payment of miscellaneous expenses to only those expenses that are necessary and in the interest of the Government.
You must establish policies and procedures governing:
(a) Who will determine when excess baggage is necessary for official travel;
(b) When you will pay for communications services, including whether you will pay for a telephone call to the employee's home or place where the employee's dependent children are;
(c) Who will determine if other miscellaneous expenses are appropriate for reimbursement in connection with official travel.
You should authorize and administer the payment to reasonably accommodate employee(s) with disabilities in accordance with the Rehabilitation Act of 1973, as amended (29 U.S.C. 701-796l) and 5 U.S.C. 3102 and Part 301-13 of this chapter. An employee with a special need should be treated the same as an employee with a disability. You must determine that additional travel expenses are necessary to accommodate the employee's needs.
You must establish the policies and procedures governing:
(a) Who will determine if an employee has a disability or special need which requires accommodation, including when documentation is necessary under § § 301-10.123, 301-10.124, 301-10.162, and 301-10.183, and when a determination may be based on a clearly visible physical condition; and
(b) Who will determine how to reasonably accommodate the employee and what expenses you will pay.
Each agency must determine:
(a) When you will authorize emergency travel under part 301-30;
(b) Who will determine if the employee's situation warrants payment for emergency travel expenses;
(c) When and by whom travel to an alternate location other than official station or point of interruption will be authorized; and
(d) Who will determine when and if the definition of family may be extended and to whom.
Yes, when an employee interrupts a travel assignment because of an incapacitating illness or injury and takes leave (annual or sick), per diem will be allowed, not to exceed the maximum rate for the location where the interruption occurs, for a reasonable period, normally not to exceed 14 calendar days (including fractional days) for any one period of absence. You may approve a longer period if justified.
Yes, there are limitations to the payment of these expenses. Per diem is not payable, or if paid, must be collected from the employee when—
(a) The employee is confined to a hospital or medical facility that is within
(b) The Government provides or reimburses the employee for hospitalization under any Federal statute (including hospitalization in a Department of Veterans Affairs (VA) medical center or military hospital) other than 5 U.S.C. 8901-8913 (Federal Employees Health Benefits program).
When an employee discontinues a TDY assignment before its completion due to an incapacitating illness or injury, you may pay—
(a) Transportation and per diem expenses for travel to an alternate location to receive medical treatment;
(b) Transportation and per diem expenses to return to the official station; and
(c) Transportation costs of a medically necessary attendant.
Not if the interrupted trip was authorized under a trip by trip authorization. If, when the employee's health has been restored, the agency decides that it is in the Government's interest to return the employee to the TDY location, such return is considered to be a new travel assignment at Government expense. An interrupted trip authorized under an open or limited open authorization may be continued without further authorization.
Yes. When an employee interrupts a TDY assignment because of an incapacitating illness or injury and takes leave of absence for travel to an alternate location to obtain medical services and returns to the TDY assignment, you may reimburse certain excess travel costs provided in this section. Specifically, you may reimburse the excess (if any) of actual costs of travel from the point of interruption to the alternate location and return to the TDY assignment, over the constructive costs of round-trip travel between the official station and the alternate location. The nearest hospital or medical facility capable of treating the employee's illness or injury will not, however, be considered an alternate location.
An alternate location is a destination other than the employee's official station or the point of interruption.
(a) Actual cost of travel will be the transportation expenses incurred and en route per diem for the travel as actually performed from the point of interruption to the alternate location and from the alternate location to the TDY assignment. No per diem is allowed for time spent at the alternate location if confined to a medical facility.
(b) Constructive cost is the sum of transportation expenses the employee would reasonably have incurred for round-trip travel between the official station and the alternate location plus per diem calculated for the appropriate en route travel time.
Yes. Expenses of appropriate transportation and per diem while en route may be allowed, with the approval of
You may reimburse certain excess travel costs (transportation and en route per diem) to the same extent as provided in § 301-70.501 for incapacitating illness or injury to the employee.
Agencies must consider on a case by case basis:
(a) The extent of the emergency;
(b) The employee's relationship to the individual involved in the emergency; and
(c) The degree of the employee's responsibility for the individual involved in the emergency.
You must establish policies and procedures governing:
(a) When you will pay transportation and subsistence expenses of threatened law enforcement/investigative employees, under part 301-31 of this chapter;
(b) Who will determine the degree and seriousness of threat in each individual case;
(c) Who will determine what protective action should be taken, including the location and duration of temporary lodging;
(d) Who will reevaluate the situation to determine whether protective action should be continued or discontinued and how often;
(e) What procedures must be followed to obtain authorization of transportation and subsistence expenses for threatened law enforcement/investigative employees; and
(f) What special procedures must an employee follow to claim expenses.
You should consider:
(a)
(b)
You must reevaluate the situation every 30 days based on the same factors you considered when you first authorized the payment of the expenses.
Yes, your employees must use a Government contractor-issued travel charge card for official travel expenses unless:
(a) A vendor does not accept the travel charge card;
(b) The Administrator of General Services has granted an exemption. (see § 301-70.704); or
(c) Your agency head or his/her designee has granted an exemption.
(a) The Administrator of General Services will exempt any payment, person, type or class of payments, or type or class of personnel in any case in which—
(1) It is in the best interest of the United States to do so;
(2) Payment through a travel charge card is impractical or imposes unreasonable burdens or costs on Federal employees or Federal agencies; or
(3) The Secretary of Defense or the Secretary of Homeland Security (for the Coast Guard) requests an exemption for the members of their uniformed services.
(b) The head of a Federal agency or his/her designee(s) may exempt any payment, person, type or class of payments, or type or class of agency personnel if the exemption is determined to be necessary in the interest of the agency.
Yes, you must notify the Administrator of General Services (Attention: MTT), 1800 F Street, NW, Washington, DC 20405, in writing within 30 days after granting the exemption, stating the reasons for the exemption.
No, an exemption from use would not prevent the employee from using the Government contractor-issued travel charge card for official travel expenses on a voluntary basis in accordance with your policies.
The Administrator of General Services exempts the following from the mandatory use of the Government contractor-issued travel charge card:
(a) Expenses incurred at a vendor that does not accept the Government contractor-issued travel charge card;
(b) Laundry/dry cleaning;
(c) Parking;
(d) Local transportation system;
(e) Taxi;
(f) Tips;
(g) Meals (only when use of the card is impractical,
(h) Phone calls (when a Government calling card is available for use in accordance with agency policy);
(i) An employee who has an application pending for the travel charge card;
(j) Individuals traveling on invitational travel; and
(k) New appointees.
Relocation allowances prescribed in chapter 302 of this title, except en route travel and househunting trip expenses are not covered by this requirement.
When you grant an exemption from use of the Government contractor-issued travel charge card, you may authorize one or a combination of the following methods of payment:
(a) Personal funds, including cash or personal charge card;
(b) Travel advances; or
(c) Government Transportation Request (GTR).
City pair contractors are not required to accept payment by the methods in paragraph (a) or (b) of this section.
No, the Government contractor-issued travel charge card may be used only for official travel related expenses.
If one of your employees uses the Government contractor-issued travel charge card for purposes other than official travel, you may take appropriate disciplinary action.
To reduce travel charge card delinquencies by your employees, you should consider implementing one or more of the following suggestions (this list is not comprehensive; you may adopt other appropriate procedures):
(a) Agency travel program coordinators must be trained and aware of their responsibilities and the delinquency management tools available under your agreement with the travel charge card contractor (internet training is available for the GSA SmartPay
(b) Ensure that managers and supervisors are provided monthly delinquency and questionable charges report.
(c) Periodically, but at least once a year, verify that cardholders are still current employees.
(d) For inactive accounts (cards not used within 6 months, one year, etc., reduce card limit to $1, increase dollar limit when necessary.
(e) Work with the charge card contractor to block certain high-risk category codes (e.g. department stores, automobile dealerships, specialty stores), etc.
(f) Review ATM cash withdrawals for reasonableness and association with official travel.
(g) Implement a salary offset program. (See part 301-76 of this chapter).
(h) Implement split disbursement in your travel vouchering system, so that an employee may authorize you to make certain payments directly to the charge card contractor on the employee's behalf.
(i) Refer potential fraud cases to your agency IG for investigation.
(j) For some helpful do's and don'ts for travel cardholders, see GSA publication (Card-F001) entitled “Helpful Hints for Travel Cardholders”. This publication is available on the Internet at
(k) Ensure that employees turn in their travel charge card when they retire or leave the agency.
You may authorize Federal travelers, non-Federal travelers, and any other passengers, as defined in part 300-3 of this subtitle, to travel on Government aircraft, subject to the rules in this subpart. Because the taxpayers generally should pay no more than necessary for transportation of travelers, except for required use travel, you may authorize travel on Government aircraft only when a Government aircraft
You may authorize travel on Government aircraft only as follows:
(a) For official travel when—
(1) No scheduled commercial airline service is reasonably available to fulfill your agency's travel requirement (
(2) The cost of using a Government aircraft is not more than the cost of the city-pair fare for scheduled commercial airline service or the cost of the lowest available full coach fare if a city-pair fare is not available to the traveler.
(b) For required-use travel,
(c) For space available travel when—
(1) The aircraft is already scheduled for use for an official purpose and carrying an official traveler(s) on the aircraft does not cause the need for a larger aircraft or result in more than minor additional cost to the Government; or
(2) The Federal traveler or the dependent of a Federal traveler is stationed by the Government in a remote location not accessible to commercial airline service; or
(3) The traveler is authorized to travel space available under 10 U.S.C. 4744 and regulations implementing that statute.
(a) Yes, you must ensure that travel on a Government aircraft is the most cost-effective alternative that will meet the travel requirement. Your designated travel approving official must—
(1) Compare the cost of all travel alternatives, as applicable, that is—
(i) Travel on a scheduled commercial airline;
(ii) Travel on a Federal aircraft;
(iii) Travel on a Government aircraft hired as a commercial aviation service (CAS); and
(iv) Travel by other available modes of transportation; and
(2) Approve only the most cost-effective alternative that meets your agency's needs.
(3) Consider the cost of non-productive or lost work time while in travel status and certain other costs when comparing the costs of using Government aircraft in lieu of scheduled commercial airline service and other available modes of transportation. Additional information on costs included in the cost comparison may be found in the “U.S. Government Aircraft Cost Accounting Guide,” available through the General Services Administration, Office of Governmentwide Policy, MTA, 1800 F Street, N.W., Washington, DC 20405.
(b) The aircraft management office in the agency that owns or hires the Government aircraft must provide your designated travel-approving official with cost estimates for a Government aircraft trip (
(c) When an agency operates a Government aircraft to fulfill a non-travel related governmental function or for required use travel, using any space available for passengers on official travel is presumed to result in cost savings.
You must authorize travel on a Government aircraft as follows:
(a)
(1) The traveler is an agency head, and the President has determined that all of his or her travel, or travel in specified categories, requires the use of Government aircraft; or
(2) Your agency head has determined in writing that all travel, or travel in specified categories, by another traveler requires the use of Government aircraft.
In an emergency situation, prior verbal approval for required-use travel with an after-the-fact written authorization is permitted.
(b)
(c)
(d)
(2) When authorizing space available travel (except as authorized under 10 U.S.C. 4744 and regulations implementing that statute), you must ensure that the aircraft management office in the agency that owns or hires the aircraft has certified in writing before the flight that the aircraft is scheduled to be used for a bona fide governmental function. Bona fide governmental functions may include support for official travel. The aircraft management office must also certify that carrying a traveler(s) in space available does not cause the need for a larger aircraft or result in more than minor additional cost to the Government. The aircraft management office must retain this certification for two years. In an emergency situation, prior verbal confirmation of this information with an after-the-fact written certification is permitted.
(a) No reimbursement is required for official travel on a Government aircraft.
(b) For personal travel on Government aircraft, reimbursement depends upon which of the following special cases applies:
(1) You must require a traveler on required-use travel to reimburse the Government for the excess of the full coach fare for all flights taken on a trip over the full coach fare for the flights that he/she would have taken had he/she not engaged in personal activities during the trip; and
(2) No reimbursement is required for travel authorized under 10 U.S.C. 4744 and regulations implementing that statute, or when the traveler and his/her dependents are stationed by the Government in a remote location with no access to regularly scheduled commercial airline service.
(c) For political travel on a Government aircraft (
Yes, you must include the following information on a travel authorization for a senior Federal official or a non-Federal traveler:
(a) Traveler's name with indication that the traveler is either a senior Federal official or a non-Federal traveler, whichever is appropriate.
(b) The traveler's organization and title or other appropriate descriptive information, e.g., dependent, press, etc.
(c) Name of the authorizing agency.
(d) The official purpose of the trip.
(e) The destination(s).
(f) For personal or political travel, the amount that the traveler must reimburse the Government (
(g) For official travel, the comparable city-pair fare (if available to the traveler) or full coach fare if a city-pair fare is not available.
You must retain all travel authorizations and cost-comparisons for travel on Government aircraft for two years.
Yes, an agency that authorizes travel on Government aircraft must make records about travelers on those aircraft available to the public in response to written requests under the Freedom of Information Act (5 U.S.C. 552), except for portions exempt from disclosure under that Act (such as classified information).
Given the unique functions and needs of the presidency and the vice presidency, section 4 of Circular A-126, “Improving the Management and Use of Government Aircraft,” Revised May 1992, makes clear that Circular A-126 does not apply to aircraft while in use by or in support of the President or Vice President. Since the principal purpose of the rules in this part is to implement Circular A-126, the rules in this part also do not apply to such travel. If any questions arise regarding travel related to the President or Vice President, contact the Office of the Counsel to the President or the Office of the Counsel to the Vice President, respectively.
Yes. You may use Government aircraft,
Your agency head or his/her designee must approve the use of your agency's Government aircraft for travel,
Yes, except for travel authorized under 10 U.S.C. 4744 and regulations implementing that statute, you must certify in writing before carrying passengers on a space available basis on your Government aircraft that the aircraft is scheduled to perform a bona fide governmental function. Bona fide governmental functions may include support for official travel. You must also certify that carrying a passenger in space available does not cause the need for a larger aircraft and does not result in more than minor additional cost to the Government. Your aircraft management office must retain this certification for two years. In an emergency situation, prior verbal approval with an after-the-fact written certification is permitted.
To help ensure that Government aircraft are the most cost-effective alternative for travel, your aircraft management office must calculate the cost of a trip on your aircraft, whether Federal aircraft or CAS aircraft, and submit that information to the traveler's designated travel-approving official upon request. The designated travel-approving official must use that information to compare the cost of using Government aircraft with the cost of scheduled commercial airline service and the cost of using other available modes of transportation. When you operate a Government aircraft to fulfill a non-travel related governmental function or for required use travel, using any space available for passengers on official travel is presumed to result in cost savings. For guidance on how and when to calculate the cost of a trip on Government aircraft, see the “U.S. Government Aircraft Cost Accounting Guide,” published by the Aircraft Management Policy Division (MTA), General Services Administration, 1800 F Street, N.W., Washington, DC, 20405.
Yes, every traveler on one of your aircraft must have a written travel authorization from an authorizing executive agency, and he/she must present that authorization, before the flight, to the aircraft management office or its representative in the organization that owns or hires the Government aircraft. In addition to all passengers, those crewmembers and qualified non-crewmembers on a flight in which they are also traveling (
(a) You must retain for two years copies of travel authorizations for senior Federal officials and non-Federal travelers who travel on your Government aircraft.
(b) You must also retain for two years the following information for each flight:
(1) The tail number of the Government aircraft used.
(2) The dates used for travel.
(3) The name(s) of the pilot(s), other crewmembers, and qualified non-crewmembers.
(4) The purpose(s) of the flight.
(5) The route(s) flown.
(6) The names of all passengers.
Yes, except when the trips are classified, you must report to the U.S. General Services Administration, Office of Governmentwide Policy (MTT), 1800 F Street, N.W., all uses of your aircraft for travel by any senior Federal official or non-Federal traveler, except travel authorized under 10 U.S.C. 4744 and regulations implementing that statute.
You must report on a semi-annual basis to the General Services Administration (GSA) information about Senior Federal officials and non-Federal travelers who fly aboard your aircraft. The reporting periods are October 1 through March 31 and April 1 through September 30 of each fiscal year. A report is due to GSA not later than 30 calendar days after the close of each reporting period and must contain the following information:
(a) The person's name with indication that he/she is either a senior Federal official or a non-Federal traveler, whichever is appropriate.
(b) The traveler's organization and title or other appropriate descriptive information, e.g., dependent, press, etc.
(c) Name of the authorizing agency.
(d) The official purposes of the trip.
(e) The destination(s).
(f) For personal or political travel, the amount that the traveler must reimburse the Government (
(g) For official travel, the comparable city-pair fare (if available to the traveler) or the full coach fare if the city-pair fare is not available.
(h) The cost to the Government to carry this person (
You are not required to report classified trips; however, you must maintain information on classified trips for two years. Most of the information required by paragraphs (a) through (g) of this section can be found on the traveler's travel authorization. Your aircraft management office must provide the information about crewmembers and qualified non-crewmembers required by paragraph (b) as well as the information required by paragraph (h). For more information on calculating costs, see the “U.S. Government Aircraft Cost Accounting Guide,” published by the Aircraft Management Policy Division (MTA), General Services Administration, 1800 F Street, N.W., Washington, DC, 20405.
Yes, an agency that operates aircraft must make records about travelers on those aircraft available to the public in response to written requests under the Freedom of Information Act (5 U.S.C. 552), except for portions exempt from disclosure under that Act (such as classified information).
You must give each person aboard your aircraft a copy of the following disclosure statement:
NOTE: The disclosure contained herein is not all-inclusive. You should contact your sponsoring agency for further assistance.
Generally, an aircraft used exclusively for the U.S. Government may be considered a 'public aircraft' as defined in 49 U.S.C. 40102 and 40125, unless it is transporting passengers or operating for commercial purposes. A public aircraft is not subject to many Federal aviation regulations, including requirements relating to aircraft certification, maintenance, and pilot certification. If a U.S. Government agency transports passengers on a Government aircraft, that agency must comply with all Federal aviation regulations applicable to civil aircraft. If you have questions about the status of a particular flight, you should contact the agency sponsoring the flight.
You and your family have certain rights and benefits in the unlikely event you are injured or killed while riding aboard a Government aircraft. Federal employees and some private citizens are eligible for workers'
State or foreign laws may provide for product liability or “third party” causes of actions for personal injury or wrongful death. If you have questions about a particular case or believe you have a claim, you should consult with an attorney.
Some insurance policies may exclude coverage for injuries or death sustained while traveling aboard a Government or military aircraft or while within a combat area. You may wish to check your policy or consult with your insurance provider before your flight. The insurance available to Federal employees through the Federal Employees Group Life Insurance Program does not contain an exclusion of this type.
If you are the victim of an air disaster resulting from criminal activity, Victim and Witness Specialists from the Federal Bureau of Investigation (FBI) and/or the local U.S. Attorney's Office will keep you or your family informed about the status of the criminal investigation(s) and provide you or your family with information about rights and services, such as crisis intervention, counseling and emotional support. State crime victim compensation may be able to cover crime-related expenses, such as medical costs, mental health counseling, funeral and burial costs, and lost wages or loss of support. The Office for Victims of Crime (an agency of the Department of Justice) is authorized by the Antiterrorism Act of 1996 to provide emergency financial assistance to state programs, as well as the U.S. Attorneys Office, for the benefit of victims of terrorist acts or mass violence.
1. If you are injured or killed on the job during the performance of duty - including while traveling aboard a Government aircraft or other government-owned or operated conveyance for business purposes, you and your family are eligible to collect workers' compensation benefits under FECA. You and your family may not file a personal injury or wrongful death suit against the United States or its employees. However, you may have cause of action against potentially liable third parties.
2. You or your qualifying family member must normally also choose between FECA disability or death benefits, and those payable under your retirement system (either the Civil Service Retirement System or the Federal Employees Retirement System). You may choose the benefit that is more favorable to you.
1. Even if you are not regularly employed by the Federal Government, if you are rendering personal service to the Federal Government on a voluntary basis or for nominal pay, you may be defined as a Federal employee for purposes of FECA. If that is the case, you and your family are eligible to receive workers' compensation benefits under FECA, but may not collect in a personal injury or wrongful death lawsuit against the United States or its employees. You and your family may file suit against potentially liable third parties. Before you depart, you may wish to consult with the department or agency sponsoring the flight to clarify whether you are considered a Federal employee.
2. If there is a determination that you are not a Federal employee, you and your family will not be eligible to receive workman's compensation benefits under FECA. If you are traveling for business purposes, you may be eligible for workman's compensation benefits under state law. If the accident occurs within the United States, or its territories, its airspace, or over the high seas, you and your family may claim against the United States under the Federal Tort Claims Act or Suits in Admiralty Act. If you are killed aboard a military aircraft, your family may be eligible to receive compensation under the Military Claims Act, or if you are an inhabitant of a foreign country, under the Foreign Claims Act.
Given the unique functions and needs of the presidency and the vice presidency, section 4 of Circular A-126, “Improving the Management and Use of Government Aircraft,” Revised May 1992, makes clear that Circular A-126 does not apply to aircraft while in use by or in support of the President or Vice President. Since the principal purpose of the rules in this part is to implement Circular A-126, the rules in this part also do not apply to such travel. If any questions arise regarding travel related to the President or Vice President, contact the Office of the Counsel to the President or the Office of the Counsel to the Vice President, respectively.
5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note).
To:
(a) Pay authorized and allowable travel expenses of employees;
(b) Provide standard data necessary for the management of official travel; and
(c) Ensure adequate accounting for all travel and transportation expenses for official travel.
The data elements are listed in appendix C of this chapter and must be on any travel claim form authorized for use by your employees.
Yes, if you meet the security and privacy requirements established by the National Institute of Standards and Technology (NIST) for electronic data interchange.
The purpose is to:
(a) Provide the employee information regarding what expenses you will pay;
(b) Provide travel service vendors with necessary documentation for the use of travel programs;
(c) Provide financial information necessary for budgetary planning; and
(d) Identify purpose of travel.
You may authorize only travel which is necessary to accomplish the purposes of the Government effectively and economically. This must be communicated to any official who has the authority to authorize travel.
Yes. You may issue a single authorization for a group of employees when they are traveling together on a single trip. However, you must attach a list of all travelers to the authorization.
You must include:
(a) The name of the employee(s);
(b) The signature of the proper authorizing official;
(c) Purpose of travel;
(d) Any conditions of or limitations on that authorization;
(e) An estimate of the travel costs (for open authorizations it should include an estimate of the travel costs over the period covered); and
(f) A statement that the employee(s) is (are) authorized to travel.
Your agency head or an official to whom such authority has been delegated. This authority may be delegated to any person(s) who is aware of how the authorized travel will support the agency's mission, who is knowledgeable of the employee's travel plans and/or responsible for the travel funds paying for the travel involved.
Yes, except when advance written or electronic authorization is not possible or practical and approval is in accordance with § § 301-2.1 and 301-2.5 for:
(a) Use of first-class or business-class service on common carrier transportation;
(b) Use of a foreign air carrier;
(c) Use of reduced fares for group or charter arrangements;
(d) Use of cash to pay for common carrier transportation;
(e) Use of extra-fare train service;
(f) Travel by ship;
(g) Use of a rental car;
(h) Use of a Government aircraft;
(i) Payment of a reduced rate per diem;
(j) Payment of actual expenses;
(k) Travel expenses related to emergency travel;
(l) Transportation expenses related to threatened law enforcement/investigative employees and members of their immediate families;
(m) Travel expenses related to travel to a foreign area, except as provided by agency mission;
(n) Acceptance of payment from a non-Federal source for travel expenses (see chapter 304 of this title); and
(o) Travel expenses related to attendance at a conference.
You should establish procedures for travel situations where it is not practical or possible to issue a written authorization in advance, except for paragraphs (c), (i), (n), and (o), which always require written or electronic advance authorization.
The appropriate official is determined as follows:
The following factors must be considered:
(a) The need for the travel;
(b) The use of travel substitutes (e.g., mail, teleconferencing, etc.);
(c) The most cost effective routing and means of accomplishing travel; and
(d) The employee's travel plans, including plans to take leave in conjunction with travel.
You must establish the following:
(a) The circumstances under which different types of travel authorizations will be used, consistent with the guidelines in this subpart;
(b) Who will be authorized to sign travel authorizations; and
(c) What format you will use for travel authorizations.
The travel authorizing/approving official or his/her designee (e.g., supervisor of the traveler) must review and sign travel claims to confirm the authorized travel.
The reviewing official must have full knowledge of the employee's activities. He/she must ensure:
(a) The claim is properly prepared in accordance with the pertinent regulations and agency procedures;
(b) A copy of authorization for travel is provided;
(c) The types of expenses claimed are authorized and allowable expenses;
(d) The amounts claimed are accurate; and
(e) The required receipts, statements, justifications, etc. are attached to the travel claim, or once the agency fully deploys ETS and implements electronic scanning, the electronic travel
Yes, as long as the travel claim was signed by the approving/authorizing official, except for the following, which require advance authorization:
(a) Use of reduced fares for group or charter arrangements;
(b) Payment of a reduced rate of per diem for subsistence expenses;
(c) Acceptance of payment from a non-Federal source for travel expenses; and
(d) Travel expenses related to attendance at a conference.
The certifying officer assumes ultimate responsibility under 31 U.S.C. 3528 for the validity of the claim; however:
(a) The traveler must ensure all travel expenses are prudent and necessary and submit the expenses in the form of a proper claim;
(b) The authorizing/approving official shall review the completed claim to ensure that the claim is properly prepared in accordance with regulations and agency procedures prior to authorizing it for payment.
You should consider limiting the levels of approval to the lowest level of management.
You must reimburse the employee within 30 calendar days after the employee submits a proper travel claim to the agency's designated approving office. You must use a satisfactory recordkeeping system to track submission of travel claims. For example, travel claims submitted by mail, in accordance with agency policy, could be annotated with the time and date of receipt by the agency. You could consider travel claims electronically submitted to the designated approving office as submitted on the date indicated on an e-mail log, or on the next business day if submitted after normal working hours. However, claims for the following relocation allowances are exempt from this provision:
(a) Transportation and storage of household goods and professional books, papers and equipment;
(b) Transportation of mobile home;
(c) Transportation of a privately owned vehicle;
(d) Temporary quarters subsistence expense, when not paid as lump sum;
(e) Residence transaction expenses;
(f) Relocation income tax allowance;
(g) Use of a relocation services company;
(h) Home marketing incentive payments; and
(i) Allowance for property management services.
If the employee:
(a) Does not properly itemize his/her expenses;
(b) Does not provide required receipts or other documentation to support the claim; or
(c) Claims an expense which is not authorized.
You must:
(a) Pay the employee the amount of the travel claim which is not in dispute;
(b) Notify the employee that the claim was disallowed with a detailed explanation of why; and
(c) Tell the employee how to appeal the disallowance if he/she desires an appeal, and your process and schedule for deciding the appeal.
You must establish policies and procedures governing:
(a) Who are the proper officials to review, approve, and certify travel
(b) How an employee should submit a travel claim (including whether to use a standard form or an agency form and whether the form should be written or electronic);
(c) When you will exempt employees from the requirement for a receipt;
(d) Timeframes for employee to submit a claim (see § 301-52.7);
(e) Timeframe for agency to pay a claim (see § 301-71.204);
(f) Process for disallowing a claim; and
(g) Process for resolving a disallowed claim.
You must notify the employee as soon as practicable after the employee's submission of the travel claim of any error that would prevent payment within 30 calendar days after submission and provide the reason(s) why the claim is not proper. However, not later than May 1, 2002, you must achieve a maximum time period of seven working days for notifying an employee that his/her travel claim is not proper.
Yes, a late payment fee, in addition to the amount due the employee, must be paid for any proper travel claim not reimbursed within 30 calendar days of submission to the approving official.
Late payment fees are calculated either by:
(a) Using the prevailing Prompt Payment Act Interest Rate beginning on the 31st day after submission of a proper travel claim and ending on the date on which payment is made; or
(b) A flat fee, of not less than the prompt payment amount, based on an agencywide average of travel claim payments; and
(c) In addition to the fee required by paragraphs (a) and (b) of this section, you must also pay an amount equivalent to any late payment charge that the card contractor would have been able to charge had the employee not paid the bill. Payment of this additional fee will be based upon the effective date that a late payment charge would be allowed under the agreement between the employee and the card contractor.
Yes, a late payment fee will only be paid when the computed late payment fee is $1.00 or greater.
No, the Internal Revenue Service (IRS) has determined that the late payment fee is in the nature of interest (compensation for the use of money).
Yes, you must report this late payment fee as additional wages on Form W-2.
No, mandatory use of the Government contractor-issued travel charge card does not relieve the employee of his/her obligation to honor his/her cardholder payment agreement.
You should minimize the use of cash travel advances. However, you should not require an employee to pay travel expenses using personal funds unless the employee has elected not to use alternative resources provided by the Government, such as a Government contractor-issued charge card.
Yes, you may reimburse an employee an advance room deposit, when such a deposit is required by the lodging facility to secure a room reservation, prior to the beginning of an employee's scheduled official travel. However, if the employee is reimbursed the advance room deposit, but fails to perform the scheduled official travel for reasons not acceptable to the agency, resulting in the forfeit of the deposit, the employee is indebted to the Government and must repay that amount in a timely manner as prescribed by you.
You may issue a travel advance for a reasonable period not to exceed 45 days.
You must capture the following data:
(a) The name and social security number of each employee who has an advance;
(b) The amount of the advance;
(c) The date of issuance; and
(d) The date of reconciliation for unused portions of travel advances.
Yes.
An employee must account for an outstanding travel advance each time a travel claim is filed. If the employee receives a travel advance but determines that the related travel will not be performed, then the employee must inform you that the travel will not be performed and repay the advance at that time.
Yes, when the employee is in a continuous travel status and
(a) You review each outstanding travel advance on a periodic basis (the period will be for a reasonable time of 45 days or less); and
(b) You determine the amount, if any, of the outstanding balance exceeds the amount of estimated travel expenses for the authorized period and collect the excess amount from the employee.
When the outstanding advance exceeds what you owe the employee, then the employee must submit cash or a check for the difference in accordance
You should take alternative steps to collect the debt including:
(a) Offset against the employee's salary, a retirement credit, or other amount owed the employee;
(b) Deduction from an amount the Government owes the employee; or
(c) Any other legal method of recovery.
Accountability for cash advances for travel, recovery, and reimbursement shall be in accordance with procedures prescribed by the Government Accountability Office (see Government Accountability Office Policy and Procedures Manual for Guidance of Federal Agencies, Title 7, Fiscal Procedures).
5 U.S.C. 5707; 31 U.S.C. 3726; 40 U.S.C. 121(c).
Travel by common carrier is presumed to be the most advantageous method of transportation because it generally results in the most efficient, least costly, most expeditious means of transportation and the most efficient use of energy resources.
Yes, but only when use of common carrier transportation:
(a) Would interfere with the performance of official business;
(b) Would impose an undue hardship upon the traveler; or
(c) When the total cost by common carrier would exceed the cost of the other method of transportation.
You must authorize one or more of the following as appropriate:
(a) GSA's Government contractor-issued individually billed charge card(s);
(b) Agency centrally billed or other established accounts;
(c) Cash payments (personal funds or travel advances in the form of travelers checks or authorized ATM cash withdrawals) when the cost of transportation is less than $100, under § 301-51.100 of this chapter (cash may or may not be accepted by the carrier for the purchase of city pair fares); or
(d) GTR(s) when no other option is available or feasible.
Your system must:
(a) Authorize the use of cash in accordance with § 301-51.100 or as otherwise required;
(b) Correlate travel data accumulated by your authorization and claims accounting systems with common carrier transportation documents and data for audit purposes;
(c) Identify unused tickets for refund;
(d) Collect unused, partially used, or downgraded/exchanged tickets, from travelers upon completion of travel;
(e) Track denied boarding compensation from employees;
(f) Identify and collect refunds due from carriers for overpayments, or unused, partially used, or downgraded/exchanged tickets; and
(g) Reconcile all centrally billed travel expenses (e.g. airline, lodging, car rentals, etc.) with travel authorizations and claims to assure that only authorized charges are paid.
You should provide the employee:
(a) Notice that he/she is accountable for all tickets, GTRs and other transportation documents;
(b) Your procedures for the control and accounting of common carrier transportation documents, including the procedures for submitting unused, partially used, downgraded/exchanged tickets, refund receipts or ticket refund applications, and denied boarding compensation; and
(c) A credit/refund address so the carrier can credit/refund the agency for unused tickets (when the tickets have been issued using an agency centrally billed account or by GTR).
In accordance with § 301-51.100.
To justify the use of cash in excess of $100, both the agency and traveler must certify on the travel claim the necessity for such use. See 41 CFR 101-41.203-2.
You must ensure the delegation of authority for the authorization or approval of cash payments over the $100 limit is in accordance with 41 CFR 101-41.203-2.
If you determine that the cash payment was made under a non-emergency circumstance, reimbursement to the traveler must not exceed the cost which would have been properly chargeable to the Government had the traveler used a government provided payment resource, (e.g., individual Government contractor-issued travel charge card, centrally billed account, or GTR). However, an agency can determine to make full payment when circumstances warrant (e.g., invitational travel, infrequent travelers and interviewees).
You must establish procedures to encourage travelers to use the GSA individual Government contractor-issued travel charge card(s), or your agency's centrally billed or other established account, or a GTR (when no other option is available or feasible).
You must establish administrative procedures providing:
(a) Written instructions explaining traveler liability for the value of tickets issued until all ticket coupons are used or properly accounted for on the travel voucher;
(b) Instructions for submitting payments received from carriers for failure to provide confirmed reserved space;
(c) The traveler with a “bill charges to” address, so that the traveler can provide this information to the carrier for returned or exchanged tickets.
(d) Procedures for promptly identifying any unused tickets, coupons, or other evidence of refund due the Government.
(a)
(b)
(c)
5 U.S.C. 5707; 40 U.S.C. 121(c).
The Federal travel management program includes—
(a) A travel authorization and claim system that implements the related requirements of the Federal Travel Regulation. (
(b) A TMS that provides reservation and ticketing support and management reports on reservation and ticketing activities. (
(c) A Travel payment system for paying travel service providers in accordance to §§ 301-73.300 and 301-73.301 of this chapter;
(d) Contracts and similar arrangements, with transportation and lodging providers (e.g., Government-contract air carriers, rental car companies, trains, hotels (e.g., FedRooms properties), etc.) that give preferential rates and other benefits to Federal travelers on official business; and
(e) A Travel Management Reporting System that covers financial and other travel characteristics required by the biennial Travel Survey (
The E-Gov Travel Service (ETS) fulfills the requirements of paragraphs (a), (b), and (e) of this section.
As a participant in the Federal travel management program, you must—
(a) Designate an authorized representative to administer the program including leading your agency's migration of ETS;
(b) Ensure that you have internal policies and procedures in place to govern use of the program including a plan and timeline to implement ETS no later than December 31, 2004, with agency-wide migration to ETS completed no later than September 30, 2006;
(c) Establish a plan that will measure direct and indirect cost savings and management efficiencies through the use of ETS once deployed. This plan must include your migration plan and schedule which must be submitted by March 31, 2004 to the E-Gov Travel Program Management Office (PMO) (
(d) Require employees to use ETS in lieu of your TMS as soon as it becomes available in your agency (unless an exception has been granted in accordance with §§ 301-73.102 or 301-73.104), but no later than September 30, 2006; and
(e) Ensure that any agency-contracted travel agency services (TMS)
Yes, unless you have an exception to the use of the ETS (
(1) You have the option to use the contracted travel agent service(s) of your choice (through the ETS or other contract vehicles). You have the responsibility for ensuring agency-contracted travel agent services complement and support the ETS in an efficient and cost effective manner.
(2) Award of a task order to a vendor on the ETS Master Contract constitutes ETS implementation. Agency-wide use of the ETS for all travel management processes and travel claim submission constitutes complete migration.
You must prepare to implement ETS as expeditiously as possible by—
(a) Developing a migration plan and schedule to deploy ETS across your agency as early as possible with full deployment required no later than September 30, 2006;
(b) Requiring employees to use your ETS unless you approve an exception under § 301-50.6, § 301-73.102 or § 301-73.104;
(c) Establishing goals, plans and procedures to maximize agency-wide traveler use of your online self-service booking tool once you have fully deployed ETS within your agency. These goals, plans, and procedures should be available for submission to the ETS PMO upon its request.
Your agency should work with the Office of Management and Budget (OMB) to allocate budget and personnel resources to support ETS migration and data exchange. Your agency is responsible for providing the funds required to establish interfaces between the ETS standard data output and applicable business systems (e.g., financial, human resources, etc.).
Best practices show that organizations are able to realize significant benefits once they achieve a 70 percent or greater self-booking rate.
(a) Yes, your agency head or his/her designee may grant an individual case by case exception to required use of your agency’s current TMS or to required use of ETS once it is fully deployed within the agency, but only when travel meets one of the following conditions:
(1) Such use would result in an unreasonable burden on mission accomplishment (e.g., emergency travel is involved and TMS/ETS is not accessible; the traveler is performing invitational travel; or the traveler has special needs or requires disability accommodations in accordance with part 301-13 of this chapter).
(2) Such use would compromise a national security interest.
(3) Such use might endanger the traveler’s life (e.g., the individual is traveling under the Federal witness protection program, or is a threatened law enforcement/investigative officer traveling under part 301-31 of this chapter).
(b) Any exception granted must be consistent with any contractual terms applicable to your current TMS or
The head of your agency or his/her designee must approve an exception to the use of the ETS under § 301-73.102 in writing or through electronic means.
(a) The Administrator of General Services or his/her designee may grant an agency-wide exception (or exempt a component thereof) from the required use of ETS when requested by the head of a Department (cabinet-level agency) or head of an Independent agency when—
(1) The agency has presented a business case analysis to the General Services Administration that proves that it has an alternative TMS to the ETS that is in the best interest of the Government and the taxpayer (
(2) The agency has security, secrecy, or protection of information issues that cannot be mitigated through security provided by the ETS contractors;
(3) The agency lacks the technology necessary to access ETS; or
(4) The agency has critical and unique technology or business requirements that cannot be accommodated by the ETS contractors at all or at an acceptable and reasonable price (e.g., majority of travel is group-travel).
(b) As a condition of receiving an exception, the agency must agree to conduct annual business case reviews of its TMS and must provide to the eTravel PMO data elements required by the eTravel PMO in a format prescribed by the eTravel PMO.
(c) Requests for exceptions should be sent to the Administrator, General Services Administration, 1800 F Street, NW., Washington, DC 20405 with full justification and/or analysis addressing paragraphs (a)(1), (a)(2), (a)(3), or (a)(4) of this section.
If an employee does not use the ETS (when available) or your agency's designated TMS, he/she is responsible for any additional costs (see § 301-50.5 of this chapter) resulting from the failure to use the ETS or your TMS. In addition, you may take appropriate disciplinary actions.
The TMS must, at a minimum—
(a) Include a Travel Management Center (TMC), commercial ticket office (CTO), an in-house system, an electronically available system, or other method(s) of arranging travel, which has the ability to provide the following as appropriate to the agency's travel needs:
(1) Booking and fulfillment of common carrier arrangements (e.g., flight confirmation and seat assignment, compliance with the Fly America Act, Governmentwide travel policies, contract city-pair fares, electronic ticketing, ticket delivery, etc.).
(2) Lodging information (e.g., room availability, reservations and confirmation, compliance with Hotel/Motel Fire Safety Act, availability of FedRooms properties, per diem rate availability, etc.).
(3) Car rental and rail information (e.g., availability of Surface Deployment and Distribution Command (SDDC) Government agreement rates
(b) Provide basic management information, such as—
(1) Number of reservations by type of service (common carrier, lodging, and car rental);
(2) Extent to which reservations are in compliance with policy and reasons for exceptions;
(3) Origin and destination points of common carrier usage;
(4) Destination points for lodging accommodations;
(5) Number of lodging nights in approved accommodations;
(6) City or location where car rentals are obtained; and
(7) Other tasks, e.g., reconciliation of charges on centrally billed accounts and processing ticket refunds.
The ETS fulfills the basic services of a TMS. You have the option to use the contracted travel agent service(s) of your choice through ETS or other contract vehicles. You have the responsibility to ensure that agency-contracted-for travel agent services complement and support the ETS in an efficient and cost effective manner. (See § 301-73.2).
Yes, if such services are available to your agency.
GSA individual Government contractor-issued travel charge card(s), or your agency centrally billed or other established account, or a GTR (when no other option is available or feasible).
No.
A system to facilitate the payment of official travel and transportation expenses which includes, but is not limited to:
(a) Issuance and maintenance of Government contractor-issued individually billed charge cards;
(b) Establishment of centrally billed accounts for the purchase of travel and transportation services;
(c) Issuance of travelers checks; and
(d) Provision of automated-teller-machine (ATM) services worldwide.
You may participate in GSA's or another Federal agency's travel payment system services program or you may contract directly with a travel payment system service if your agency has contracting authority and you are not a mandatory user of GSA's charge card program.
Under the new GSA charge card program effective November 30, 1998, it will be your responsibility to select the vendor that will be most beneficial to your agency's travel and transportation needs.
5 U.S.C. 5707.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
When planning a conference, you must:
(a) Minimize all conference costs, including administrative costs, conference attendees' travel costs, and conference attendees' time costs;
(b) Maximize the use of Government-owned or Government provided conference facilities as much as possible;
(c) Identify opportunities to reduce costs in selecting a particular conference location and facility (e.g., through the availability of lower rates during the off-season at a site with seasonal rates); and
(d) Ensure that the conference planner or designee does not retain for personal use any promotional benefits or materials received from a travel service provider as a result of booking the conference (
(e) Develop and establish internal policies to ensure these standards are met.
When planning a conference, you should consider all direct and indirect conference costs paid by the Government, whether paid directly by agencies or reimbursed by agencies to travelers or others associated with the conference. Some examples of such costs are:
(a) Authorized travel and per diem expenses;
(b) Hire of rooms for official business;
(c) Audiovisual and other equipment usage;
(d) Computer and telephone access fees;
(e) Light refreshments;
(f) Printing;
(g) Registration fees;
(h) Ground transportation; and
(i) Employees' time at the conference and on en route travel.
To determine conference expenditures, you must:
(a) Assure there is appropriate management oversight of the conference planning process;
(b) Always do cost comparisons of the size, scope, and location of the proposed conference;
(c) Determine if a Government facility is available at a cheaper rate than a commercial facility;
(d) Consider alternatives to a conference, e.g. teleconferencing; and
(e) Maintain written documentation of the alternatives considered and the selection rationale used.
Cost comparisons should include, but not be limited to, a determination of adequacy of lodging rooms at the established per diem rates, overall convenience of the conference location, fees, availability of meeting space, equipment, and supplies, and commuting or travel distance of attendees. (See Appendix E to Chapter 301, Guidance for Conference Planning.)
Site selection is a final decision as to where to hold your conference. The term “site” refers to both the geographical location and the specific facility(ies) selected. In determining the best site in the interest of the Government, you should exercise strict fiscal responsibility to minimize costs. The actions in § 301-74.3 must be followed. Cost comparisons must cover factors such as those listed in § 301-74.4. As part of the cost comparison, you must use the established per diem rate for the locations for which you are comparing costs.
While it is always desirable to obtain lodging facilities within the established lodging portion of the per diem rate for the chosen locality, it may not always be possible. In negotiating lodging rates with the properties in the chosen location, you may exceed the established lodging portion of the per diem rate by up to 25 percent under §§ 301-74.8 and 301-74.9, if necessary. This will provide flexibility in selecting an appropriate property at the most advantageous location. It will also permit agencies to reimburse their employees' subsistence expenses by using the conference lodging allowance method as prescribed in § 301-74.8 for a Government sponsored conference and in § 301-74.9 for non-Government sponsored conferences, rather than the actual expense method prescribed in subpart D of part 301-11 of this chapter.
The conference lodging allowance is a pre-determined maximum allowance of up to 25 percent greater than the applicable locality lodging portion of the per diem rate. Under this reimbursement method, employees will be reimbursed the actual amount incurred for lodging up to the conference lodging allowance.
The approval authority for the conference lodging allowance is the Government agency sponsoring the conference. The sponsoring agency will determine the appropriate conference lodging allowance, up to 25 percent above the established lodging allowance for the chosen location, and that rate shall be allowable for all employees of any agency authorized to attend the conference. The determination must be made by a senior agency official at the sponsoring agency.
The travel approving official of a Government employee authorized to attend a non-Government sponsored conference may authorize the employee to be reimbursed for lodging expenses incurred up to the conference lodging allowance rate.
No, the conference lodging allowance may not exceed 25 percent above the applicable locality lodging per diem rate.
Yes. Agencies sponsoring a conference may provide light refreshments to agency employees attending an official conference. Light refreshments for morning, afternoon or evening breaks are defined to include, but not be limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins.
No. You must only use one reimbursement method per day in accordance with § 301-11.4 of this chapter.
No. Per diem is intended only to reimburse the attendee's subsistence expenses. You must pay conference registration fees separately, either directly or by reimbursing employees who pay such expenses and submit travel claims.
Yes. When you sponsor or fund (see 15 U.S.C. 2225a), in whole or in part, a conference at a place of public accommodation in the United States, you must use an approved accommodation (see § 300-3.1 of this title), except as provided in § 301-74.15. This provision also applies to the government of the District of Columbia when it expends Federal funds for a conference and any non-Federal entity which uses Government funds to sponsor or fund a conference.
Yes, if the head of your agency makes a written determination on an individual case basis that waiver of the requirement to use approved accommodations is necessary in the public interest for a particular event. Your agency head may delegate this waiver authority to a senior agency official or employee who is given waiver authority with respect to all conferences sponsored or funded, in whole or in part, by your agency.
(a) Any advertisement or application for attendance at a conference described in § 301-74.14 must include:
(1) Notice of the prohibition against using a non-FEMA approved place of public accommodation for conferences; and
(2) Notice that the conference lodging allowance applies to Federal attendees, if applicable.
(b) In addition, any executive agency, as defined in 5 U.S.C. 105, shall notify all non-Federal entities to which it provides Federal funds of this prohibition.
In addition to the general rules provided in this part, the following special rules apply:
(a) You may not directly procure lodging facilities in the District of Columbia without specific authorization and appropriation from Congress (see 40 U.S.C. 34); and
This provision does not prohibit payment of per diem to an employee authorized to obtain lodging in the District of Columbia while performing official business travel.
(b) It is no longer mandatory that you contact GSA for meeting or conference facilities in the District of Columbia. However, you are encouraged to contact the GSA Public Buildings Service (PBS) of the National Capital Region to inquire about the availability of short-term conference and meeting facilities in the District of Columbia. For additional information see the Customer Desk Guide for Real Property Management, Chapter 1. The Customer Desk Guide can be found on the worldwide web at
You must establish policies that reduce the overall cost of conference attendance. The policies and procedures must:
(a) Limit your agency's representation to the minimum number of attendees determined by a senior official necessary to accomplish your agency's mission; and
(b) Provide for the consideration of travel expenses when selecting attendees.
For each conference you sponsor or fund, in whole or in part for 30 or more attendees, you must maintain a record of the cost of each alternative conference site considered. You must consider at least three sites. You must make these records available for inspection by your Office of the Inspector General or other interested parties.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
When meals or light refreshments are furnished by the Government or are included in the registration fee the applicable M&IE will be calculated as follows:
(a) If meals are furnished, the appropriate deduction from the M&IE rate must be made (see § 301-11.18 of this chapter).
(b) If light refreshments are furnished, no deduction of the M&IE allowance is required.
An employee, authorized to attend a conference, may be authorized the conference lodging allowance as prescribed in §§ 301-74.8 and 301-74.9.
No. The conference lodging allowance is a separate method of reimbursement for lodgings expenses.
If the conference lodging allowance still is inadequate, you may authorize actual expense reimbursement under § 301-11.300 of this chapter in lieu of the conference lodging allowance method.
Yes, you may reimburse travelers for an advanced discounted payment for a conference or training registration fee as soon as you have approved their
In all cases where a traveler is unable to attend an event for which a discounted registration fee was paid and reimbursed in advance of the event, the traveler must seek a refund of the registration fee and repay the agency with any refund received. If no refund is made, the agency must absorb the advanced payment if the traveler's failure to attend the event was caused either by an agency decision or for reasons beyond the employee's control that are acceptable to the agency, e.g., unforeseen illness or emergency. If no refund is made, and the traveler's failure to attend the scheduled event is due to reasons deemed unexcusable by the agency, the traveler must repay the agency for the amount advanced.
5 U.S.C. 5707.
To help you recruit highly qualified individuals.
Yes, if you determine it is in the best interest of the Government to do so. However, pre-employment travel expenses may not be authorized to offset or defray other expenses not allowable under this subpart.
You must establish policies and procedures governing:
(a) When you will pay pre-employment interview travel expenses, including the criteria for determining which individuals or positions qualify for payment of such expenses;
(b) Who will determine, in each individual case, that a person qualifies for pre-employment interview travel expenses; and
(c) Who will determine what expenses you will pay for each individual interviewee.
You must:
(a) Provide your interviewees with a list of FEMA approved accommodations in the vicinity of the interview, and encourage them to stay in an approved accommodation;
(b) Inform the interviewee that he/she is responsible for excess cost and any additional expenses that he/she incurs for personal preference or convenience;
(c) Inform the interviewee that the Government will not pay for excess costs resulting from circuitous routes, delays, or luxury accommodations or services unnecessary or unjustified in the performance of official business;
(d) Assist the interviewee in preparing the travel claim;
(e) Provide the interviewee with instructions on how to submit the claim; and
(f) Inform the interviewee that he/she may subject himself/herself to criminal penalties if he or she knowingly presents a false, fictitious, or fraudulent travel claim (See 18 U.S.C. 287 and 1001).
If you decide to pay the interviewee per diem or common carrier transportation costs, you must pay the full amount of such cost to which the interviewee would be entitled if the interviewee were a Government employee traveling on official business.
You may pay the following expenses:
(a) Transportation expenses as provided in part 301-10 of this chapter;
(b) Per diem expenses as provided in part 301-11 of this chapter;
(c) Miscellaneous expenses as provided in part 301-12 of this chapter; and
(d) Travel expenses of an individual with a disability or special need as provided in part 301-13 of this chapter.
You may not pay expenses for:
(a) Use of communication services for purposes other than communication directly related to travel arrangement for the Government interview.
(b) Hire of a room at a hotel or other place to transact official business.
You must provide the interviewee with one of the following:
(a) A common carrier ticket;
(b) A GTR; or
(c) A point of contact with your travel management center to arrange the common carrier transportation. In this instance, you must notify the travel management center that the interviewee is authorized to receive a ticket for the trip;
(d) Written instructions explaining your procedures and the liability of the interviewee for controlling and accounting for passenger transportation documents, if common carrier transportation is required;
(e) A credit/refund address for any common carrier transportation provided for unused government furnished tickets.
No.
No.
No.
No. Only if the interviewee wants to be reimbursed, then he or she must submit a travel claim in accordance with your agency procedures in order to receive reimbursement for pre-employment interview travel expense.
5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note).
Use of pronouns “we”, “you”, and their variants throughout this part refers to the agency.
Yes, upon written request from the contractor and in accordance with the procedures specified in § 301-76.100, you may collect undisputed amounts owed to a Government travel charge card contractor from the delinquent employee's disposable pay. You must promptly forward all amounts deducted to the contractor.
Disposable pay is the part of the employee's compensation remaining after the deduction of any amounts required by law to be withheld. These deductions do not include discretionary deductions such as savings bonds, charitable contributions, etc. Deductions may be made from any type of pay, e.g., basic pay, special pay, retirement pay, or incentive pay.
Use of pronouns “we”, “you”, and their variants throughout this part refers to the agency.
Yes, you must:
(a) Provide the employee with written notice of the type and amount of the claim, the intention to collect the claim by deduction from his/her disposable pay, and an explanation of his/her rights as a debtor;
(b) Give the employee the opportunity to inspect and copy your records related to the claim;
(c) Allow an opportunity for a review within the agency of your decision to collect the amount; and
(d) Provide the employee an opportunity to make a written agreement with the contractor to repay the delinquent amount.
You are responsible for ensuring that all requirements have been met.
No, you may only collect undisputed delinquent amounts after you have reimbursed the employee under the applicable travel regulations and in accordance with a proper travel claim. However, if the employee has not submitted a proper travel claim within the timeframe requirements of § 301-52.7 of this chapter, and there are no extenuating circumstances, you may collect the undisputed delinquent amounts.
As set forth in Public Law 105-264, 112 Stat. 2350, October 19, 1998, the maximum amount you may deduct from the employee's disposable pay is 15 percent per pay period, unless the employee consents in writing to deduction of a greater percentage.
For the Continental United States (CONUS)
Deductions to M&IE rates for localities in both nonforeign areas and foreign areas shall be allocated as shown in this table. For information as to where to access per diem rates for various types of Government travel, please consult the table in § 301-11.6.
For M&IE rates greater than $265, allocate 15%, 25%, and 40% of the total to breakfast,
Conference: A meeting, retreat, seminar, symposium or event that involves attendee travel. The term “conference” also applies to training activities that are considered to be conferences under 5 CFR 410.404.
Conference lodging allowance: The rate that is up to 25 percent above the established lodging per diem rate.
Milestone schedule: Deadlines, which need to be reached in a progressive and orderly manner.
Planner: The person designated to oversee the conference.
Planning committee: Operational group significantly contributing to a conference's overall success and able to fully reflect the needs of both the agency and the attendees.
Depending on the size, type, and intended effect of the conference, start planning a minimum of one year in advance. Designate a planner and a planning committee.
Functions typically include, but are not limited to:
• Establishing a set of objectives.
• Developing a theme.
• Making recommendations for location, agenda, dates, and logistics, e.g., schedule, exhibits, speaker.
• Making suggestions as to who should attend.
• Serving as communications link between planners and participants.
• Evaluation and follow-up.
(a) Develop a milestone schedule, which is essential to conference planning, by working backward from the beginning date of the
• Planning committee meetings.
• Preparation of mailing lists.
• Letters of invitation.
• Designation of speakers.
• Confirmation letters to speakers.
• Confirmation with site selection official.
• Preparation of agenda.
• Preparation of specification sheet.
• Location and date selection.
• Exhibits.
• Budget.
• Printing requirements.
• Signage.
• Conference information packages.
• Scheduling photographer (if planned).
• Use of agency seal and conference logo.
• Handicapped requirements.
• Planning of meals and refreshments, if appropriate.
(b) Establish completion dates for each major step.
(c) Update and revise the schedule as needed.
A detailed specification sheet is necessary to:
(a) Identify essential elements of a conference which typically include, but are not limited to:
• Sleeping rooms and on-site food services. It is generally best to estimate on the low side for the number of sleeping rooms and meals to be prepared. Facilities, unless there is only limited available space, are usually prepared to increase the number of sleeping rooms and meals; however, they discourage—and in some cases penalize—you if the sleeping room and meal guarantees are not met.
• Meeting rooms.
• Exhibit facilities.
• Audio-visual equipment and support services.
• Miscellaneous support services.
• Sleeping rooms with amenities, e.g., Internet access, data ports, conference call, and voice mail.
(b) Determine costs:
•
•
•
Decide how the conference expenses (other than sleeping room accommodations and individual meals) will be paid,
Minimize total costs, all factors considered.
In determining where to locate the conference, consider:
• Targeted audience.
• Total costs, including per diem, transportation, and other.
• Accessibility by car or air.
• Whether recreational activities are necessary.
• The expense of desired facility (significant savings can be achieved in off-season periods).
•
•
•
•
•
For availability and economical reasons, the best months are April, May, September, October, and November. You should book the facility as early as possible to increase the chances of getting the date you want. However, pay particular attention to commitments for September or October due to fiscal year budget considerations.
(a) Is the facility:
• Cost effective, e.g., are Government rates honored?
• Safe, e.g., FEMA-approved?
• Is there on-site security personnel?
• Easily reached from an airport or by car?
• Clean?
• Well run, e.g., does the staff seem to be competent and responsive?
• Laid out in a functional way?
• Large enough to supply the number of sleeping rooms required?
• Set up to provide necessary conference registration equipment?
• Handicapped accessible?
(b) Parking:
• Is it adequate?
• How close to the facility is it?
• Is it secure and safe?
• Is the cost separate?
(c) Sleeping rooms:
• Will the facility make the reservations, or are you responsible for making the reservations for participants?
• What are the facility's registration rules?
• What are departure rules?
(d) Functionality of meeting rooms:
• Is appropriate space available?
• What costs are involved?
• Is needed equipment available (
• Are rooms designated for agency use for the duration of the conference?
• Are there columns that can block views?
• Are ceilings high enough for audio-video equipment?
• Are rooms suitable for both classroom and/or theatre setups?
• Are there windows? Shades?
• Are there manually-controlled thermostats?
• Are rooms handicapped accessible?
• Where are electrical outlets?
• Can the rooms be darkened?
• Would it be more economical to bring audio-visual equipment?
• Does the facility want meeting schedules and room layouts in writing in advance of the conference?
• If necessary, can the rooms be entered the evening before for an early setup?
• Will the facility arrange for room setup if given a layout?
• What set-up costs are included?
• What are departure rules?
(e) Exhibits:
• If exhibits are planned, is suitable exhibit space available?
• Are easels available at no cost?
• What are the put-up and takedown times?
• What costs are involved?
• What about pre-delivery and after-conference arrangements?
• If exhibits are shipped, know where and to whom they are to be sent.
• If you are bringing large exhibits, determine location of loading dock, appropriate entrances and elevators.
• Are there additional handling fees?
• Check hotel policy on posting, size and appearance of signs.
• You can not generally use appropriated funds to pay for meals for employees at their official duty stations.
• Employees on TDY travel may be served meals but cannot be reimbursed for those provided at Government expense.
• You should clarify in advance the appropriate per diem reduction(s) of meal(s) allowance(s) for TDY travel.
• You may pay, or reimburse an employee for meals as necessary expenses incident to an authorized training program (under the Government Employees Training Act (GETA) at 5 U.S.C. 4104(4)), if a determination has been made that essential training will be conducted during the meal.
• Work closely with the hotel to plan quality menus that fit within authorized per diem rates.
• Clarify and agree in advance to the number of meal guarantees.
• Ensure that gratuities and service charges are added to the cost of each meal, and determine the method of billing to be used (e.g., signed guarantee, collected meal tickets, or actual quantities consumed).
• Confirm menus.
Breaks should last no longer than 30 minutes and take place between meeting sessions. The following should also be considered when planning for refreshments:
• Keep in mind that everyone does not drink coffee or tea.
• You should clarify and agree in advance that coffee and pastries, if appropriate, are purchased by the gallon and dozen.
• Try to avoid a per person charge.
• Negotiate the cost into the contract.
• Be conservative in your estimates. There are seldom 100 percent of the conference participants attending any one function.
• If coffee, soft drinks, and water are not included in the fee, are they available “at cost” to the attendee?
It is important to request that the hotel bill be prepared in a logical and chronological sequence, and that backup data accompany the bill. Generally, the hotel will complete its accounting of the conference within two weeks of the conclusion.
Announcement of the planned conference should be made as early as possible, even one
• Point of contact name and telephone number.
• Registration form, card, or Internet address (include space for identifying handicapped requirements).
• Registration instructions.
• Registration deadline date.
• Detailed area map and driving instructions.
• Information on traffic patterns to avoid rush hour delays.
• Promotional brochures from the facility.
• Layout of facility including telephone numbers.
• Breakdown of costs showing any difference from travel versus training object classes, particularly meal costs, so that proper reimbursement can be made.
• Agenda with a list of speakers and topics.
• Activity schedule for spouses and guests (all charges or costs attributed to spouses or guests must be borne by the individual attendee (not reimbursable by the Government)).
• Provide a sample travel voucher.
• Notice that conference lodging allowance applies if applicable.
You should:
• Decide on the speaker(s) and the message you wish to be conveyed and obtain early commitment(s) in writing.
• Confirm conference dates/times/topics/arrival and departure times with speaker(s) and any other special guests at least 30 days in advance.
• Conduct a final planning committee meeting to confirm all plans.
• Confirm photographer's schedule.
• Confirm hotel plans at least one day in advance.
Streamline the process:
• Will the facility need additional personnel?
• Is electronic one-stop processing available?
• Is luggage storage and shuttle service available?
• Arrange parking for any special guests.
• Provide signage.
Registration is generally the attendees' introduction to the conference. Give it special attention by:
• Using directional signs.
• Placing especially attractive or important exhibits nearby.
• Planning for late arrivals.
• Using state-of-the-art processing.
• Checking out the registration capabilities of using GSA's electronic SmartPay System.
• Providing for handicapped attendees.
Each registrant should be given a conference information package. Used regularly during the conference, the conference information package should be accurate, beneficial, and reflect detailed information on a daily/hourly basis. If time allows, you may want to finalize the package and send it to the printer at least 4 weeks in advance of the starting date. The program will be widely used, so you may want to print twice as many copies of the program as you have expected attendees. The information package, for example, may contain:
• A list of everything in the package.
• A “welcome” letter.
• A schedule.
• Workshop agendas.
• Discussion of exhibits.
• Panelists' information.
• Photos and biographies of speakers/special guests.
• Facility layout and list of services available.
• Identify designated smoking areas.
• Special events.
• Message center information.
• Area map.
• Other pertinent material.
Use of agency seal and conference logo may be considered for the conference package. However, the decision to use such items is strictly the judgment of agency officials.
Plan ahead to setup:
• Staff room to handle core of activities;
• Meal functions;
• Exhibit rooms, and
• Meeting rooms—
Theatre or auditorium for lectures; Facing speaker when note taking is important; Square or U-shaped style for discussion/interaction; and Banquet or roundtable for discussion.
Plan for:
• A message center to be set up in a central location for special announcements and telephone messages.
• How to reach whomever at all times—use beepers and walkie-talkies.
• Clear identification of conference staff.
• Accommodation of physically impaired attendees with sign language or other special needs.
Appropriations are not available to purchase memento items for distribution to conference attendees as a remembrance of an event. Two notable exceptions to the memento or gift prohibition are under training and awards. Work closely with appropriate agency officials to make final determinations.
The following resources may be of assistance in planning a conference:
• An agency contracting officer;
• Travel Management Centers;
• Interagency Travel Management Committee members (a forum of agency travel policy managers—for member identification, contact your agency's administrative or financial office);
• State Chambers of Commerce or Visitors Bureaus;
• Local chapters of the Society of Government Meeting Professionals; and
• Private industry conference planners.
• Questionnaires, which may provide invaluable feedback about the success of your conference.
• Training certificates.
• Thank you notes to participants, facility personnel, speakers, printers, photographers, and other special contributors.
• Summary to acknowledge the accomplishments, and to convey the information discussed to a wider audience, may be an excellent promotional tool.
Use of pronouns “we”, “you”, and their variants throughout this appendix refers to the agency.
5 U.S.C. 5738; 20 U.S.C. 905(a).
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.
You are generally eligible for relocation expense allowances under this chapter if you are:
(a) A new appointee appointed to your first official duty station (as discussed in this chapter);
(b) An employee transferring in the interest of the Government from one agency or duty station to another for permanent duty, and your new duty station is at least 50 miles distant from your old duty station (see § 302-2.6 of this chapter);
(c) An employee of the United States Postal Service transferred for permanent duty, under 39 U.S.C. 1006, from the Postal Service to an agency as defined in 5 U.S.C. 5721;
(d) An employee performing travel in accordance with your overseas tour renewal agreement (see §§ 302-3.209 through 302-3.224 of this Chapter);
(e) An employee returning to his/her place of residence after completion of a prescribed tour of duty for the purposes of separation from Government service or separation from the overseas assignment for reassignment to the same or different Government agency.
(f) A student trainee assigned to any position upon completion of college work;
(g) An employee eligible for a “last move home” benefit upon separation from the Government (and your immediate family in the event of your death prior to separation or after separation but prior to relocating);
(h) A Department of Defense overseas dependents school system teacher;
(i) A career appointee to the Senior Executive Service (SES) as defined in 5 U.S.C. 3132(a)(4), and a prior SES appointee who is returning to your official residence for separation and who will be retaining SES retirement benefits; or
(j) An employee that is being assigned to a temporary duty station in connection with long-term assignment.
You are not eligible to receive relocation expense allowances under this chapter if you are:
(a) A Foreign Service Officer or a Federal employee transferred under the rules of the Foreign Service Act of 1980, as amended;
(b) An officer or an employee transferred under the Central Intelligence Act of 1949, as amended;
(c) A person whose pay and allowances are prescribed under title 37 U.S.C., “Pay and Allowances of the Uniformed Services”
(d) An employee of the Department of Veterans Affairs (VA) to whom 38 U.S.C. 235 applies; or
(e) A person not covered in § 302-1.1.
5 U.S.C. 5738; 20 U.S.C. 905(a).
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.
You may begin your transfer or reassignment only after your agency has approved your travel authorization (TA) in writing (paper or electronic).
No, you must have the written TA (paper or electronic) before you relocate to your new official duty station.
Your entitlements and allowances for relocation are determined by the regulatory provisions that are in effect at the time you report for duty at your new official station. However, this does not change the requirement that all aspects of a relocation must be completed by the time specified in §§ 302-2.7 through 30-2.11.
Your effective transfer or appointment date is the date on which you report for duty at your new or first official station, respectively.
Yes, you may relocate from a place other than from where you are authorized. However, you will be required to pay all additional costs incurred for expenses above your authorized travel and transportation cost.
Generally no; you may not be reimbursed for relocation expenses if you relocate to a new official station that is less than 50 miles from your old official station, unless the head of the agency or designee authorizes an exception. On a case-by-case basis and having considered the following criteria, the head of your agency or designee may authorize the reimbursement of relocation expenses of less than 50 miles when he/she determines that it is in the interest of the Government: and
(a) The one way commuting pattern between the old and new official station increases by at least 10 miles but no more than 50 miles; or
(b) There is an increase in the commuting time to the new official station; or
(c) A financial hardship is imposed due to increased commuting costs.
You and your immediate family member(s) may begin travel immediately upon receipt of your authorized TA.
You and your immediate family member(s) must complete all aspects of your relocation within two years from the effective date of your transfer or appointment, except as provided in § 302-2.9 or § 302-2.10.
No, if you are furloughed to perform active military duty, the 2-year period to complete all aspects of relocation is exclusive of time spent on furlough for active military service.
No, the 2-year time period in § 302-2.8 does not include time that you cannot travel and/or transport your household effects due to shipping restriction to or from your post of duty OCONUS.
Yes, the 2-year time limitation for completing all aspects of a relocation may be extended by your Agency for up to 2 additional years, but only if you have received an extension under § 302-11.22.
A service agreement is a written agreement between you and your agency, signed by you and an agency representative, stating that you will remain in the service of the Government for a period of time as specified in § 302-2.13, after you have relocated.
Yes, you are required to sign a service agreement when transferring within or outside the continental United States or performing renewal agreement travel. The minimum periods of service are:
(a) Within the continental United States for a period of service of not less than 12 months following the effective date of your transfer;
(b) Outside the continental United States for an agreed upon period of service of not more than 36 months or less than 12 months following the effective date of transfer;
(c) Department of Defense Overseas Dependent School System teachers for a period of not less than one school year as determined under chapter 25 of title 20, United States Code; and
(d) For renewal agreement travel a period of not less than 12 months from the date of return to the same or different overseas official station.
Yes, if you violate a service agreement (other than for reasons beyond your control and which must be accepted by your agency), you will have incurred a debt due to the Government and you must reimburse all costs that your agency has paid towards your relocation expenses including withholding tax allowance (WTA) and relocation income tax (RIT) allowance.
Yes, if you accept a transfer/appointment to an OCONUS location, you must immediately provide your agency with the information needed to determine your actual place of residence and to document it into your service agreement.
No, you do not need to sign a service agreement for a “last move home” relocation.
If you fail to sign a service agreement, your agency will not pay for your relocation expenses.
No, service agreements which are already in effect cannot be voided by subsequent service agreements.
Yes, service agreements can not be grouped together and must be adhered to separately. Each agreement is in effect for the period specified in the agreement.
Yes, you may receive an advance of funds for your travel and transportation expenses, as prescribed by your agency, except for overseas tour renewal agreement travel.
Your relocation travel authorization must authorize you to receive a travel advance.
Yes, you may receive a travel advance if approved by your agency.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
Before authorizing a relocation allowance, you must set internal policies that determine:
(a) How you will implement the governing policies throughout this part;
(b) How you will determine when a relocation is in the best interest of the Government;
(c) When you will allow a travel advance for relocation expenses;
(d) Who will authorize and approve relocation travel;
(e) Under what additional circumstances will you require an employee to sign a service agreement; and
(f) Who is required to sign a service agreement.
You may authorize reimbursement for relocation expenses:
(a) When you have determined that an employee's permanent change of station is in the best interest of the Government;
(b) Only after an employee has signed a service agreement to remain in service for the period specified in § 302-2.13; and
(c) When you have determined that the employee's relocation is incident to his/her change of official station.
The agency head or his/her designee must authorize and approve relocation expenses.
To administer the authorization for relocation of an employee, you must:
(a) Issue an employee a TA for relocation before he/she transfers to his/her new official station;
(b) Inform the employee of his/her transfer within a timeframe that will provide him/her sufficient time for preparation;
(c) Establish timeframes on when employees must submit a TA request; and
(d) Provide new employees with the applicable limitations of their travel benefits.
On the TA, you must state the:
(a) Specific allowances that the employee is authorized; and
(b) Procedures that the employee is authorized to follow.
When an employee transfers between Federal agencies, all allowable expenses must be paid from the funds of the agency that the employee is transferring to. However, in the case of a reduction in force or transfer of function, an agreement may be made between the agencies concerned as to what relocation allowances will be paid by either agency or split between them. This should include the payment of expenses for the extended storage of the employee's household goods when assigned to an isolated permanent duty station within CONUS or a transfer to, from, or between foreign countries.
Yes, the agency head or his/her designee may waive any statutory or regulatory limitations for employees relocating (to/from a remote or isolated location) when determining that failure to waive the limitation would cause an undue hardship on the employee.
Yes, you should encourage employees to begin travel as soon as possible after authorization of travel is approved and inform employees that they must complete all aspects of relocation within a 2-year period from his/her effective date of transfer or appointment, unless the employee's 2-year period is extended to include:
(a) Time spent on military furlough;
(b) Delays caused by overseas shipping or other restrictions; or
(c) An extension for completion of residence transaction (see § 302-11.22 of this chapter).
5 U.S.C. 5738; 20 U.S.C. 905(a).
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.
A new appointee is:
(a) An individual who is employed with the Federal Government for the very first time (including an individual who has performed transition activities under section 3 of the Presidential Transition Act of 1963 (3 U.S.C. 102 note), and is appointed in the same fiscal year as the Presidential inauguration);
(b) An employee who is returning to the Government after a break in service (except an employee separated as a result of reduction in force or transfer of functions and is re-employed within one year after such action); or
(c) A student trainee assigned to the Government upon completion of his/her college work.
As a new appointee or student trainee being assigned to a first official station your agency may or may not pay or reimburse you the relocation expenses indicated for the type of transfer in Tables A and B of this section. However, once the decision is made to pay or reimburse your relocation expenses, all mandatory relocation allowances are reimbursed, unless otherwise stated in the applicable parts of this chapter.
Yes, as a new employee, your agency will not pay for expenses that are not listed in § 302-3.2 (e.g., per diem for family, cost of househunting trip, miscellaneous expense allowance, etc.).
Yes, if your agency authorizes you allowances for relocation, it must pay all of the expenses listed in § 302-3.2.
Generally, you may not be reimbursed for relocation expenses incurred before you have been appointed to a Federal position and signed an agreement to remain in Government service for 12 months after appointment. However there is an exception for appointees who have performed Presidential transition activities. Such appointees may be reimbursed allowable travel and transportation expenses incurred at any time following the most recent Presidential election once they have signed a service agreement. However, appointment must occur in the same fiscal year as the Presidential transition activities.
A transferred employee is an employee who transfers from one official station to another. This may also include employees separated as a result of reduction in force or transfer of functions who are re-employed within one year after such separation.
As a transferred employee there are mandatory and discretionary relocation expenses. Once an agency decision is made to pay or reimburse relocation expenses indicated for the type of transfer in tables (A) through (I) of this section, all the mandatory allowance must be paid or reimbursed, unless otherwise stated in the applicable parts. The discretionary relocation allowances indicated in tables (A) through (I) of this section may or may not be paid by the agency.
Yes, if you and an immediate family member(s) are both employees and are transferring to the same official station in the interest of the Government, the allowances under this chapter apply either to;
(a) Each employee separately and the other is not eligible as an immediate family member(s); or
(b) Only one of the employees considered as head of the household and the other is eligible as an immediate family member(s) on the first employee's TA.
No, when separate allowances are authorized under this § 302-3.201, the employing agency or agencies shall not make duplicate reimbursement for the same claimed expenses.
No, when both you and your immediate family member transfer in the interest of the Government, you must provide your agency with the name(s) of non-employee family member(s) who will receive allowances under each of your TA. Only one of you may claim allowances for a non-employee member(s) of your immediate family (non-employee members may only be on one TA).
Yes, your employed immediate family member(s) whose transfer is not in the interest of the Government will receive relocation allowances, but solely as a member of your immediate family.
When you and an employed immediate family member are transferring in the interest of the Government, you both must provide:
(a) A signed document stating which method of authorization you select (separate or one single authorization); and
(b) Your agency with a written and signed copy of the names of which non-employee member(s) will receive allowances under your TA; if you select to receive separate TAs.
Yes, an involuntary transfer (
Yes, if you are re-employed after a separation by reduction in force or transfer of function, your agency may pay you a relocation allowance under the conditions of this chapter if:
(a) You are employed within one year of your involuntary separation date;
(b) Your new appointment is not temporary; and
(c) Your new appointment is at a different duty station from where your separation occurred and meets the
You may be eligible to receive relocation allowances for overseas assignment and return travel if you are:
(a) An employee transferring to, from, or between official stations OCONUS; or
(b) A new appointee to a position OCONUS and at the time of your appointment your residence is in an area other than your post of duty.
To determine what relocation expenses your agency will pay for your overseas assignment and return, see:
(a) Section 302-3.2 if you are a new appointee; or
(b) Section 302-3.101 if you are a transferred employee.
Overseas tour renewal travel refers to travel of you and your immediate family returning to your home in the continental U.S., Alaska, or Hawaii between overseas tours of duty. See § 302-2.222 for travel to an actual place of residence in other than the United States.
An overseas tour of duty is an assignment to a post of duty outside the continental United States, Alaska or Hawaii.
An allowance for overseas tour renewal travel is a reimbursement for you and your immediate family of roundtrip travel and transportation expenses between your overseas post of duty and your actual place of residence in the U.S.
You are eligible to receive an allowance for overseas tour renewal travel if:
(a) You are on an overseas assignment, and you have completed your tour of duty and satisfactorily completed your service agreement time period; and
(b) You are on an overseas assignment and you have signed a new service agreement to remain at your overseas post or to transfer to another overseas post of duty; or
(c) You meet the requirements and are eligible for tour renewal travel from Alaska or Hawaii under § 302-3.214.
For tour renewal travel, you will receive payment for those authorized expenses as stated in item five of Tables A and B of § 302-3.101.
You may only receive reimbursement for tour renewal travel when your tours are between two places within the U.S. if you are an employee who is traveling from Alaska or Hawaii, and:
(a) You will continue to serve consecutive tours of duty within the same state from which you're traveling, and on September 8, 1982 you were:
(1) Serving your tour in one of these areas and have continued to do so; or
(2) En route to a post of duty in Alaska or Hawaii under a written service agreement to serve a tour of duty; or
(3) In the process of performing a tour renewal travel and has since then entered into another tour of duty in Alaska or Hawaii;
(b) Tour renewal agreement travel for recruiting or retention purposes is limited to two round trips beginning within 5 years after the date the employee first begins any period of consecutive tours of duty in Alaska or Hawaii. Employees shall be advised in writing of this limitation; or
(c) You are traveling due to your agency's mission to recruit or retain
No, you will not be reimbursed for tour renewal travel unless your return travel is to a post of duty in the same State that you traveled from.
You must begin your first tour renewal travel within 5 years of your first consecutive tours in either Alaska or Hawaii.
No, your family will not receive per diem for en route travel from your post of duty to your actual place of residence in the U.S. and return to the same or a different post of duty.
Other than as specified in §§ 302-3.209 through 302-3.226, your agency head will only authorize travel and transportation expenses for your tour renewal travel in Alaska or Hawaii if it determines that:
(a) Agency staffing needs are required to recruit or retain employees at a post of duty in Alaska or Hawaii; or
(b) Your agency is in need to recruit employees with special skills and knowledge and/or to fill positions in remote areas.
(a) If you are stationed in a foreign area or in an area other than Alaska or Hawaii, your agency may reimburse you for one overseas tour renewal trip for each time you complete your service agreement, which is related to your post of duty.
(b) For recruiting and retention purposes of consecutive tours served within Alaska and Hawaii, your agency may reimburse you a maximum of two round trips which must begin within 5 years after the date of your first tour.
Yes, you and your family may travel to another U.S. location (other than from your actual place of residence) under your tour renewal agreement. However, your agency will only reimburse you for the amount of authorized expenses from your post of duty to your actual place of residence and return (as appropriate) on a usually traveled route.
If your actual place of residence is located in the U.S., you and your family must spend a substantial amount of time in the U.S. in order to receive reimbursement.
No, you are not required to spend time at your actual place of residence to receive reimbursement if you travel to another place in the U.S. (other than your actual place of residence).
If you travel to another overseas location (instead of the U.S.), you will be reimbursed only if your actual residence is within that country in which you are taking your leave, and then you will only be reimbursed your authorized travel and transportation expenses. You will have to pay any expense(s) above your authorized amount.
If you fail to complete your period of service under your new service agreement for reasons that are not acceptable to your agency, you must pay the Government:
(a) All transportation and per diem expenses that you received during your service agreement period for tour renewal travel of you and your immediate family;
(b) Transportation expenses for family members who traveled directly from your former post of duty to your current post of duty; and
(c) All transportation expenses for shipment of household goods from your former post to your current post of duty.
If you violate your new service agreement, the Government will reimburse you for return travel and transportation to your actual place of residence only if you did not receive all of your allowances under a previous service agreement in which you successfully completed your required period of service. The Government will then authorize you reimbursement cost for return travel and transportation expenses from your former post of duty to your actual place of residence. If there is any additional cost you must pay the difference.
Yes, if your family member(s) return to the U.S. before you, you will be reimbursed for transporting part of your household goods with your family and the rest of the household goods when you return as long as the combined weight of the two shipments does not exceed your total authorized weight limit.
Yes, if you pay for the prior return of your eligible immediate family member(s), you will be reimbursed when you become eligible for return travel and transportation, you must provide your agency with all receipts and documentation to support your cost. Your agency will then reimburse your expenses, not to exceed your authorized allowance.
Yes, if you become divorced from your spouse while OCONUS, you will receive reimbursement to return your former spouse and dependents to their place of actual residence within or outside CONUS.
Your dependent who turned 21 while overseas is entitled to return travel to your place of actual residence at the expense of the Government only if your dependent traveled overseas as your dependent under your TA, but not beyond the end of your current agreed tour of duty.
Yes, once you have completed your duty OCONUS as specified in your service agreement, your agency must pay one-way transportation expenses for you, for your family member(s), and for your household goods.
Yes, if you have successfully completed your service agreement, you may transport your household goods to a location other than your actual place of residence when you separate from the Government. However, the cost cannot exceed what it would cost to your actual place of residence. Any additional cost will be borne by you.
Yes, your agency may pay for your immediate family member(s) and your household goods to be returned to the U.S. before you complete your service agreement. However, your reason for not completing your service agreement must be determined by your agency as compassionate in nature or for circumstances beyond your control.
No, you cannot claim reimbursement for the return of your immediate family member(s) or household goods more than once under one service agreement.
You are entitled to SES separation relocation allowances if you meet the conditions in § 302-3.307 and you are:
(a) A career appointee to the SES as defined in 5 U.S.C. 3132(a)(4); or
(b) A non-SES appointee who elects to retain SES retirement benefits and:
(1) Has a basic rate of pay at Level V of the Executive Schedule or higher; or
(2) Was previously a career appointee in the SES; or
(3) Elected under 5 U.S.C. 3392(c) to retain SES retirement benefits; or
(c) A Medical Center Director who:
(1) Served as a director of a Department of Veterans Affairs medical center under 38 U.S.C. 4103(a)(8) as in effect on November 17, 1988; or
(2) Separated from Government service on or after October 2, 1992; or
(3) Is not covered in paragraphs (a) or (b) of this section; or
(d) An immediate family member of an SES employee who died:
(1) In Government service on or after January 1, 1994; or
(2) After separating from Government service but before travel and/or transportation authorized under this subpart were completed.
You are not eligible for SES separation relocation expense allowances if:
(a) You are a career appointee to an SES position, and your appointment is a limited term, limited emergency, or a noncareer appointment. (See 5 U.S.C. 3132(a)(5) through (7)); or
(b) You are an appointee to the Government but do not meet the criteria status within § 302-3.304.
If you meet the conditions in § 302-3.307, see item 7 of Tables A and C in § 302.3.101.
You may receive separation relocation travel for you and your family if:
(a) You are a career appointee as defined in 5 U.S.C. 3132(a)(4), and you were transferred or reassigned geographically in the interest of and at the expense of the Government from one official station to another for permanent duty from:
(1) An SES career appointment to another SES career appointment; or
(2) An SES career appointment to an appointment outside the SES at a rate of pay equal to or higher than Level V of the Executive Schedule, and the employee elects to retain SES retirement benefits under 5 U.S.C. 3392; or
(3) A non-SES career appointment at the time of your transfer or assignment, which includes an appointment
(b) At the time of the transfer or reassignment:
(1) You were eligible to receive an annuity for optional retirement under section 8336(a), (b), (c), (e), (f), or (j) or subchapter III of chapter 83 (Civil Service Retirement System (CSRS)) or under section 8412 of subchapter II of chapter 84 (Federal Employees Retirement System (FERS)) of title, 5 U.S.C.; or
(2) You were within 5 years of eligibility to receive an annuity for optional retirement under one of the authorities in paragraph (b)(1) of this section; or
(3) You were eligible to receive an annuity based on discontinued service retirement or early voluntary retirement under an OPM authorization, under section 8336(d) of subchapter III of chapter 83, or under 8414(b) of subchapter II of chapter 84 of title 5, U.S.C.;
(c) You separate from Federal service on or after September 22, 1988;
(d) You are eligible to receive an annuity upon separation (or, in the case of death, you met the requirements for being considered eligible to receive an annuity, as of the date of death) under the provisions of subchapter III of chapter 83 (CSRS) or chapter 84 (FERS) of title 5, U.S.C., including an annuity based on optional retirement, discontinued service retirement, early voluntary retirement under an OPM authorization, or disability retirement; and
(e) You have not previously received separation relocation benefits from the Government for retirement.
Yes, before receiving reimbursement for moving expenses, you must submit a request to your agency for authorization and approval of your moving expenses with your tentative moving dates and the origin and destination location of your planned move, within the timeframe and format specified by your agency.
Your travel and shipment of your HHG should begin from your last official station.
You will be authorized to separate at the place where you have chosen to reside within the United States.
You will only be reimbursed for expenses up to the cost of travel and transportation expenses from your authorized official station to the place in the U.S. you have elected to reside. Any additional cost you will have to pay.
No, if upon separation you elect to reside in a different geographical area which is less than 50 miles from your official station, you will not receive reimbursement.
Yes, you may have your household goods transported from more than one location. However, you will only receive reimbursement based on the cost of shipment from your official station, in one lot by the most economical route to the location where you elect to return. You will have to pay for any cost above what is authorized.
Yes, all travel and transportation of household goods must begin no later than six months after:
(a) Your date of separation; or
(b) The date of death of the employee who died before separation.
Your agency may grant you or your family member (in case of your death) an extension on beginning your separation travel, not to exceed 2 years from your effective date of separation or death if you died before separating.
A TCS means the relocation to a new official station for a temporary period while performing a long-term assignment, and subsequent return to the previous official station upon completion of that assignment.
A TCS provides agencies an alternative to a long-term temporary duty travel assignment which will increase your satisfaction and enhance morale, reduce your income tax liability, and save the Government money.
You are eligible for a TCS when you are directed to perform a TCS at a long-term duty location, and you otherwise would be eligible for payment of temporary duty travel allowances authorized under chapter 301 of this title. For exceptions, see § 302-3.403.
The following individuals are not eligible for a TCS:
(a) A new appointee;
(b) An employee assigned to or from a State or local Government under the Intergovernmental Personnel Act (5 U.S.C. 3372
(c) An individual employed intermittently in the Government service as a consultant or expert and paid on a daily when-actually-employed (WAE) basis;
(d) An individual serving without pay or at $1 a year; or
(e) An employee assigned under the Government Employees Training Act (5 U.S.C. 4109).
Your agency will authorize a TCS when:
(a) It is necessary to accomplish the mission of the agency effectively and economically, and
(b) You are directed to perform a long-term assignment at another official station; or
(c) Your agency otherwise could authorize temporary duty travel and pay travel allowances, including payment of subsistence expenses, under chapter 301 of this title for the long-term assignment; or
(d) Your agency determines it would be more advantageous, cost and other factors considered, to authorize a long-term assignment; and
(e) You meet any additional conditions your agency has established.
No, you do not have the option of electing payment of per diem expenses under part 301-11 of this title if your agency authorized a TCS.
To qualify for a TCS, your assignment must be not less than 6 months, nor more than 30 months.
Your agency may authorize a TCS only when a TCS is expected to last 6 months or more. If your assignment is cut short for reasons other than separation from Government service, you will be paid TCS expenses.
If your assignment exceeds 30 months, your agency:
(a) Must permanently assign you to your temporary official station or return you to your previous official station;
(b) May not pay for extended storage or property management services incurred after the last day of the thirtieth month; and
(c) Must pay the expenses of returning you and your immediate family and household goods to your previous official station unless you are permanently assigned to your temporary official station.
No, there is no required minimum distance between an official station and a TCS location that must be met for you to qualify for a TCS. However, your agency may establish the area within which it will not authorize a TCS.
No, you do not need to sign a service agreement to qualify for a TCS.
Your official station during your TCS is the location of your TCS.
Your agency must pay:
(a) Travel, including per diem, for you and your immediate family under part 302-4 of this chapter;
(b) Transportation and temporary storage of your household goods under part 302-7 of this chapter;
(c) Extended storage when it is necessary as approved by your agency under part 302-8 of this chapter;
(d) Transportation of a mobile home instead of transportation of household goods under part 302-10 of this chapter;
(e) A miscellaneous expenses allowance under part 302-16 of this chapter;
(f) Transportation of a privately owned vehicle(s) under part 302-9 of this chapter; and
(g) A relocation income tax allowance under part 302-17 of this chapter for additional income taxes you incur on payments your agency makes under the authority of this section for your relocation expenses.
Yes, your agency may pay:
(a) Househunting trip expenses under part 302-5 of this chapter;
(b) Temporary quarters subsistence expenses under part 302-6 of this chapter; and
(c) Reimbursement for Property Management Services under part 302-15 of this chapter.
Yes, if your agency authorizes a TCS, it will pay for extended storage when it is necessary. Extended storage expenses include:
(a) Packing/unpacking;
(b) Crating/uncrating;
(c) Transporting to and from place of storage;
(d) Charges while in storage; and
(e) Other necessary charges directly related to storage.
Your agency may pay for extended storage of household goods for the duration of your TCS.
Yes, the maximum combined weight is 18,000 pounds net weight. If you transport and/or store household goods in excess of the maximum weight allowance, you will be responsible for any excess cost.
You will be subject to income taxes on the amount of extended storage expenses your agency pays. However, your agency will pay you a relocation income tax allowance under part 302-17 of this chapter for substantially all of the additional Federal, State and local income taxes you incur on the expenses your agency pays.
Yes, your agency will reimburse you directly for expenses you incur or make payments on your behalf to a relocation services company, if you so choose. The term “property management services” refers to a program provided by a private company for a fee, which assists you in managing your residence at your previous official station as a rental property. Services provided by the company may include, but are not limited to, obtaining a tenant, negotiating a lease, inspecting the property regularly, managing repairs and maintenance, enforcing lease terms, collecting rent, paying the mortgage and other carrying expenses from rental proceeds and/or fund of the employee, and accounting for the transactions and providing periodic reports to the employee.
Your agency will only pay for the property from which you commuted to/from work on a daily basis at your previous official station.
Your agency will pay for property management services for the duration of your TCS.
When your agency pays for property management services:
(a) You will be taxed on the amount of property management expenses your agency pays, whether it reimburses you directly for your expenses or pays a relocation services company to manage your residence; and
(b) Your agency will pay you a relocation income tax allowance under part 302-17 of this chapter for substantially all of the additional Federal, State and local income taxes you incur on the expenses your agency pays.
You may wish to consult with a tax advisor to determine whether you will incur any additional tax liability, unrelated to your agency's payment of your property management expenses, as a result of maintaining your residence as a rental property.
Your agency will pay for the following expenses in connection with your return to your previous official station:
(a) Travel, including per diem, for you and your immediate family under part 302-4 of this chapter;
(b) Transportation and temporary storage of your household good under part 302-7 of this chapter;
(c) Transportation of a mobile home instead of transportation of our household goods under part 302-10 of this chapter;
(d) Temporary quarters subsistence expenses under part 302-6 of this chapter;
(e) A miscellaneous expenses allowance under part 302-16 of this chapter;
(f) Transportation of a privately owned vehicle(s) under part of this chapter; and
(g) A relocation income tax allowance under part 302-17 of this chapter for additional income taxes you incur on payments your agency makes under the authority of this part for your relocation expenses.
If you separate from Government service upon completion of your TCS, your agency will upon your separation, pay the same relocation expenses it would have paid had you not separated from Government service upon completion of your TCS.
If you separate from Government service prior to completion of your TCS for reasons beyond your control that are acceptable to your agency, your agency will pay the same relocation expenses it would pay under § 302-3.423. If this is not the case, the expenses your agency pays may not exceed the reimbursement that you would have received under this chapter or chapter 301 of this title whichever your agency determines to be in the best interest of the Government.
Your agency will pay the expenses authorized in § 302-3.422 for your relocation from your current temporary official station to your last permanent official station.
Payment of TCS expenses stops once your temporary official station becomes your permanent official station. Your agency may not pay any TCS expenses incurred beginning the day your temporary official station becomes your permanent official station.
When you are permanently assigned to your temporary official station, your agency may pay:
(a) Travel, including per diem, in accordance with part 302-4 of this chapter, for one round trip between your temporary official station and your previous official station, for you and members of your immediate family who relocated to the temporary official station with you. Your agency may also pay the same expenses for a one-way trip from the previous official station to the new permanent official station for any immediate family members who did not accompany you to the temporary official station;
(b) Residence transaction expenses under part 302-11 of this chapter;
(c) Property management expenses under part 302-15 of this chapter;
(d) Relocation services under part 302-12 of this chapter;
(e) Temporary quarters subsistence expenses in accordance with part 302-6 of this chapter;
(f) Transportation of household goods not previously transported to the temporary official station under part 302-7 of this chapter; and
(g) Transportation of a privately owned vehicle(s) not previously transported to the temporary official station under § 302-9.6 of this chapter.
Yes. If you are permanently assigned to your temporary official station, you are limited to 18,000 pounds net weight for household goods you may transport at Government expense to your official station. This maximum weight will be reduced by the weight of any household goods transported at Government expense to your temporary official station under your TCS authorization. Subject to the 18,000 pound limit, your agency will pay to transport any household goods in extended storage to your official station. Additionally, if you change your residence as a result
If you are permanently assigned to your temporary official station, your agency may not pay:
(a) Expenses of a househunting trip for you and your spouse to your temporary official station under part 302-5 of this chapter; or
(b) Residence transaction expenses for selling a residence or breaking a lease at the temporary official station under part 302-11 of this chapter.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
You must establish how you will implement policies that are required for this part, which include;
(a) When you will pay relocation expenses if an employee violates his/her service agreement;
(b) When you will authorize separate relocation allowances to an employee and an employee's immediate family member that are both transferring to the same official station;
(c) When you will grant an employee and/or the employee's immediate family member(s) an extension on beginning separation travel;
(d) When you will allow an employee to arrange his/her own relocation upon separation;
(e) When you will authorize a temporary change of station (TCS);
(f) When you will define an area not to reimburse for a TCS;
(g) When you will pay extended storage of household goods for TCS; and
(h) What relocation allowances you will and will not pay when an employee is permanently assigned to a temporary official station.
Yes, you must establish specific guidelines for paying a relocation allowance to new appointees. These guidelines must establish the:
(a) Criteria in accordance with 5 CFR part 572 on how you will determine if a new appointee is eligible for the relocation allowances authorized therein; and
(b) Procedures which will provide new appointees with information surrounding his/her benefits.
You should consider the following factors in determining whether to authorize a TCS:
(a)
(b)
(c)
Yes, you must require employees to sign a service agreement if the employee is receiving reimbursement for relocation travel expenses, except as provided in § 302-3.410 for a temporary change of station.
The service agreement should include, but not be limited to the following:
(a) The employee's name;
(b) The employee's effective date of transfer or appointment;
(c) The employee's actual place of residence at the time of appointment;
(d) The name of all dependents that are authorized to travel under the TA;
(e) Detailed information regarding the employee's obligation to repay funds spent on his/her relocation as a debt due the Government if the service agreement is violated;
(f) The employee's agreed period of time (see § 302-3.505) to remain in service; and
(g) The employee's signature accepting the terms of the agreement.
You must require an employee to agree to the terms of a service agreement:
(a) Within the continental United States for a period of service of not less than 12 months following the effective date of your transfer;
(b) Outside the continental United States for an agreed upon period of service of not more than 36 months or less than 12 months following the effective date of transfer;
(c) Department of Defense Overseas Dependent School System teachers for a period of not less than one school year as determined under chapter 25 of Title 20, United States Code; and
(d) Renewal agreement travel for a period of not less than 12 months from the date of return to the same or different overseas duty station.
If an employee does not fulfill the terms of the service agreement, the employee is indebted to the Government for all relocation expenses that have been reimbursed to the employee or that have been paid directly by the Government. However, if the reasons for not fulfilling the terms of the service agreement are beyond the employee's control and acceptable to the agency, you may release the employee from the service agreement and waive any indebtedness.
Once you authorize relocation expenses for new appointees or student trainees, you must pay expenses in accordance with § 302-3.2.
You must not pay any expenses to new appointees or student trainees for a relocation that are not listed under § 302-3.2.
When appointing an employee to an overseas assignment, you must:
(a) Establish the employee's actual place of residence at the time of appointment and state it in his/her service agreement;
(b) Use guidance in 8 U.S.C. 1101(33) which states that “The term
(c) Require the employee to sign the service agreement prior to his/her relocation.
You must pay transportation expenses for one-way return travel of immediate family members when the employee has successfully completed his/her service agreement period OCONUS.
You must determine that the public interest requires the return of the immediate family for compelling personal reasons of a humanitarian or compassionate nature, which may involve:
(a) His/her physical or mental health;
(b) The death of a member of the immediate family;
(c) Obligations imposed by authority or circumstances over which the individual has no control;
(d) The divorce or annulment of the employee's marriage; or
(e) A dependent that traveled to post of duty on the employee's authorized TA and has now reached his/her 21st birthdate.
You must pay for return travel and transportation of an employee only once at the end of each agreed period of service.
No, you cannot allow a travel advance for tour renewal agreement travel.
You must pay tour renewal agreement travel when:
(a) The employee has completed the agreed upon period of service outside CONUS;
(b) The employee has agreed to serve another OCONUS tour of duty at the same or different duty station; and
(c) You have determined that the employee meets the special rules under § 302-3.515 for Alaska or Hawaii.
The following rules apply:
(a) If on September 8, 1982 the employee was serving or committed to serve a tour of duty in Alaska or Hawaii then the employee shall continue to receive reimbursement for tour renewal agreement travel;
(b) After September 8, 1982 you must determine that tour renewal agreement travel expenses are necessary for the purposes of recruiting and retaining employees and you must inform employees in writing that tour renewal agreement travel for the purposes of recruiting and retention is limited to two round trips beginning within 5 years after the date the employee first begins any period of consecutive tours of duty.
Before issuing payment for separation-relocation travel, you must establish timeframes for employees to submit request for authorization and approval of relocation expenses.
No, travel advances for separation relocation may not be authorized.
5 U.S.C. 5738; 20 U.S.C. 905 (a); E.O. 11609, 36 FR 13747, 3 CFR, 1971-1973 Comp., p. 586.
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.
A permanent change of station (PCS) is an assignment of a new appointee to an official station or the transfer of an employee from one official station to another on a permanent basis.
Yes, you are eligible for subsistence and transportation allowances for PCS travel if your agency specifically authorizes relocation expenses under this part and are:
(a) Transferred employees (within or outside CONUS);
(b) New appointees (within or outside CONUS); and
(c) An employee(s) assigned to posts of duty outside CONUS in connection with either overseas tour renewal agreement travel or return travel to places of residence for separation.
Also see tables at §§ 302-3.2 and 302-3.101.
Except as specifically provided in § 302-4.202, the rules (for TDY travel) in chapter 301 of this title will be used for payment of the travel expenses of your immediate family members.
No, if an alternate location is used, reimbursement is limited to the allowable cost by the usually traveled route between your old and new official stations.
Your
Your authorized en route travel days and per diem are determined as follows: The number of authorized travel days is the actual number of days used to complete the trip, but not to exceed an amount based on a minimum driving distance per day determined to be reasonable by your agency. The minimum driving distance shall be not less than an average of 300 miles per calendar day. An exception to the daily minimum driving distance may be made when delay is beyond control of the employee, such as when it results from acts of God or restrictions by Government officials; when the employee is physically handicapped; or for other reasons acceptable to the agency.
Yes, per diem for your immediate family members cannot be authorized if you are:
(a) A new appointee;
(b) Assigned to posts of duty outside CONUS returning to place of actual residence for separation; or
(c) Being relocated under the Government Employees Training Act (5 U.S.C. 4109).
The maximum amount your spouse may receive if he/she accompanies you while you are performing PCS travel is three-fourths of your daily per diem rate.
If your spouse does not accompany you but travels unaccompanied at a different time, he/she will receive the same per diem rate to which you are entitled.
No; for per diem purposes, you and your spouse are considered to be traveling together if you travel on the same days along the same general route by using more than one POV.
Immediate family members age 12 or older receive three-fourths of your per diem rate, and children under 12 receive one-half of your per diem rate.
For approved/authorized PCS travel by POV, the mileage reimbursement rate is the same as the moving expense mileage rate established by the Internal Revenue Service (IRS) for moving expense deductions. See IRS guidance available on the Internet at
No, POV mileage must not be authorized for overseas tour renewal agreement travel.
Yes, your agency may authorize a higher mileage rate at a rate not to exceed the maximum rate prescribed in § 301-10.303 of this title when:
(a) You are expected to use the POV on official business at the new official station;
(b) The common carrier rates for the facilities provided between the old and new official stations, the related constructive taxicab fares to and from terminals, and the per diem allowances prescribed under this part justify a higher mileage rate as advantageous to the Government as determined by your agency; or
(c) The costs of driving the POV to, from, or between official stations located outside CONUS justify a higher mileage rate as advantageous to the Government.
No, for a PCS relocation within CONUS involving POV usage, your agency will reimburse you at the standard mileage rate specified in § 302-4.300.
Yes, for an OCONUS relocation involving POV usage, your agency may allow reimbursement of certain actual expenses of using the POV (
Yes, your agency may establish a reasonable minimum driving distance that may be more than, but not less than an average of 300 miles per calendar day.
Yes, your agency may authorize exceptions to the daily minimum driving distance when there is a delay beyond your control such as acts of God, restrictions by Governmental authorities, or other acceptable reasons; e.g., a physical handicap or special needs. Your agency must have a designated approving official authorize the exception.
Yes, you must provide a statement on your travel claim explaining the circumstances that caused the delay.
Yes, authorization by your approving official is required for any exception to the daily minimum driving distance.
When you are authorized to use more than one POV, the allowances under §§ 302-4.300 and 302-4.302 apply for each POV.
No, your agency must authorize you reimbursement of the use of more than one POV before you are entitled to reimbursement.
You may request advance of funds for per diem and mileage allowances for PCS travel, except for overseas tour renewal agreement travel.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency, unless otherwise noted.
For payment of allowances for subsistence and transportation expenses, you must establish policy and procedures governing:
(a) How you will implement the regulations throughout this part;
(b) A reasonable minimum driving distance per day that may be more than, but not less than an average of 300 miles per calendar day when use of a POV is used for PCS travel and when you will authorize an exception;
(c) Designation of an agency approving official who will authorize an exception to the daily minimum driving distance; and
(d) When you will authorize the use of more than one POV for PCS travel.
Except as specifically provided in this chapter, PCS travel expenses you must pay are:
(a) Per diem;
(b) Transportation costs; and
(c) Other travel expenses in accordance with 5 U.S.C. 5701-5709 and chapter 301 of this title.
Except as specifically provided in this chapter, the reimbursement limits in chapter 301 of this title govern payment of travel expenses you must pay
Per diem for an established minimum driving distance per day is computed based on the lodgings-plus per diem system as described in §§ 301-11.100 through 301-11.103 of this title.
Yes, you must establish a minimum driving distance not less than an average of 300 miles per day. However, an exception to the daily minimum driving distance may be made when the delay is:
(a) Beyond control of the employee, e.g., results from acts of God or restrictions by Government officials;
(b) Due to a physical handicap; or
(c) For other reasons acceptable to you.
If the employee uses more POVs than authorized, reimbursement will be made as if all persons traveled in the number of POVs that you authorized.
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747, 3 CFR 1971-1973 Comp., p. 586.
Use of the pronouns “I” and “you” throughout this subpart refers to the employee.
The term “househunting trip” refers to a trip made by the employee and/or spouse to your new official station locality to find permanent living quarters to rent or purchase. The term “living quarters” in this part includes apartments, condominiums, and cooperatives in addition to townhouses and single family homes.
The allowance for househunting trip expenses is intended to facilitate and expedite the employee's move from your old official station to your new official station and to lower the Government's overall cost for the employee's relocation by reducing the amount of time an employee must occupy temporary quarters. The allowance for househunting trip expenses provides the employee and/or spouse a period of time to concentrate on finding a suitable permanent residence at the new official station and thereby expedites the employee's relocation.
You are eligible for a househunting trip expenses allowance if you are an employee who is authorized to transfer, and in addition:
(a) Both your old and new official stations are located within the United States;
(b) You are not assigned to Government or other prearranged housing at your new official station; and
(c) Your old and new official stations are 75 or more miles apart (as measured by map distance) via a usually traveled surface route.
New appointees and employees assigned under the Government Employees Training Act (5 U.S.C. 4109) are not eligible for a househunting trip expenses allowance.
No, your agency determines when it is in the Government's interest to authorize you a househunting trip and the procedures you must follow if it is authorized.
You will receive a househunting trip expenses allowance if:
(a) Your agency authorized you to perform a househunting trip in advance of the travel (the agency authorization must specify the mode of transportation and the period of time allowed for the trip);
(b) You have signed a service agreement;
(c) Your agency has established, and informed you of, the date you are to report to your new official station; and
(d) You meet any additional conditions your agency has established.
Only you and/or your spouse may travel on a househunting trip at Government expense.
Your agency may authorize only one round trip for you and/or your spouse in connection with a particular transfer.
Yes, however, your reimbursement will be limited to the cost that would have been incurred if you and your spouse had traveled together on one round trip.
You may begin your househunting trip as soon as your agency has notified you of your transfer and issued a travel authorization for a househunting trip. To take maximum advantage of your trip, however, it is very important that you become familiar as quickly as you can with your new official station area (e.g., housing market conditions, school locations, etc.). If you are selling your residence at your old official station, you should not begin your househunting trip until
A househunting trip should be for a reasonable period, not to exceed 10 calendar days, as authorized by your agency under § 302-5.101(d).
You and/or your spouse must complete your househunting trip as indicated in the following table:
Your agency will reimburse your househunting trip expenses as indicated in the following table:
Your agency will authorize you to travel by the transportation mode(s) (e.g., airline, train, or privately owned automobile) it determines to be advantageous to the Government. Your agency will pay for your transportation expenses by the authorized mode(s). If you travel by any other mode(s), your agency will pay your transportation expenses not to exceed the cost of transportation by the authorized mode(s).
To receive reimbursement for househunting trip transportation expenses you must itemize your transportation expenses and provide receipts as required by §§ 301-11.25, 301-11.306 and 301-52.4(b) of chapter 301. For fixed amount househunting trip subsistence reimbursement, you do not need to document your subsistence expenses. For per diem househunting trip subsistence expense reimbursement, you must itemize your lodging expenses and you must provide receipts as required by §§ 301-7.9(b), 301-11.25, 301-11.306 and 301-52.4(b) of chapter 301.
Your agency may authorize an advance of funds, in accordance with § 302-2.20 of this chapter, for your househunting trip expenses. Your agency may not advance you funds in excess of the sum of your anticipated transportation costs and either the maximum per diem allowable under part 302-4 of this chapter for the location and duration of your househunting trip or your fixed amount househunting trip subsistence expenses payment, whichever applies.
Yes, you are in a duty status when you perform a househunting trip.
Yes, if your fixed househunting amount is more than adequate to cover your househunting expenses any balance belongs to you.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
You should administer the househunting trip expenses allowance to minimize or avoid its use when other satisfactory and more economical arrangement are available.
You must establish policies and procedures governing:
(a) When you will authorize a househunting trip for an employee;
(b) Who will determine if a househunting trip is appropriate in each situation;
(c) If and when you will authorize the fixed amount option for househunting trip subsistence expenses reimbursement;
(d) Who will determine the appropriate duration of a househunting trip for an employee who selects a per diem allowance under part 302-4 of this chapter to reimburse househunting trip subsistence expenses; and
(e) Who will determine the mode(s) of transportation to be used.
You may authorize a househunting trip on an individual-case basis when the employee has accepted the transfer and his/her circumstances indicate that a househunting trip actually is needed. You may not authorize a househunting trip when the purpose of the trip is to assist the employee in deciding whether he or she will accept the transfer.
You must consider the following factors:
(a)
(b)
(c)
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13474, 3 CFR, 1971-1973 Comp., p. 586.
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.
The term “temporary quarters” refers to lodging obtained for the purpose of temporary occupancy from a private or commercial source.
“Temporary quarters subsistence expenses” or “TQSE” are subsistence expenses incurred by an employee and/or his/her immediate family while occupying temporary quarters. TQSE does not include local transportation expenses incurred during occupancy of temporary quarters (see § 302-6.18 for details).
The TQSE allowance is intended to reimburse an employee reasonably and equitably for subsistence expenses incurred when it is necessary to occupy temporary quarters.
You are eligible for a TQSE allowance if you are an employee who is authorized to transfer; and
(a) Your new official station is located within the United States; and
(b) Your old and new official stations are 50 miles or more apart (as measured by map distance) via a usually traveled surface route.
New appointees, employees assigned under the Government Employees Training Act (5 U.S.C. 4109), and employees returning from an overseas assignment for the purpose of separation are not eligible for a TQSE allowance.
No, your agency determines whether it is in the Government's interest to pay TQSE.
You will receive a TQSE allowance if:
(a) Your agency authorizes it before you occupy the temporary quarters (the agency authorization must specify the period of time allowed for you to occupy temporary quarters);
(b) You have signed a service agreement; and
(c) You meet any additional conditions your agency has established.
Only you and/or your immediate family may occupy temporary quarters at Government expense.
You and/or your immediate family may occupy temporary quarters at Government expense within reasonable proximity of your old and/or new official stations. Neither you nor your immediate family may be reimbursed for occupying temporary quarters at any other location, unless justified by special circumstances that are reasonably related to your transfer.
Yes. For example, if you must vacate your home at the old official station and report to the new official station and your family remains behind until the end of the school year, you may need to occupy temporary quarters at the new official station while your family occupies temporary quarters at the old official station.
Your agency will reimburse you for TQSE under the actual expense method unless it permits the “fixed amount” reimbursement method as an alternative. If your agency makes both methods available to you, you may select the one you prefer.
For fixed amount TQSE reimbursement, you do not document your TQSE. For actual TQSE reimbursement, you must document your TQSE by itemizing each expense and providing receipts as required by §§ 301-11.25, 301-11.306 and 301-52.4(b) of this title.
As soon as your agency has authorized you to receive a TQSE allowance and you have signed a service agreement.
If your temporary quarters become your permanent residence quarters, you may receive a TQSE allowance only if you show in a manner satisfactory to your agency that you initially
Yes, if authorized in accordance with § 302-2.20 of this chapter, your agency may advance the amount of funds necessary to cover your estimated TQSE expenses for up to 30 days. Your agency subsequently may advance additional funds for periods up to 30 days.
No, with one exception. You may receive a cost-of-living allowance payable under 5 U.S.C. 5941 in addition to a TQSE allowance.
No, you may not receive a TQSE allowance under this part when you transfer to an area outside the United States. However, you may qualify for a comparable allowance under the Standardized Regulations (Government Civilians, Foreign Areas) prescribed by the Department of State.
Generally no; local transportation expenses are not TQSE, and there is no authority to pay such expenses under TQSE. You may, however, be reimbursed under part 301-4 of this subtitle for necessary transportation expenses if you perform local official business travel while you are occupying temporary quarters.
Your agency will pay your actual TQSE incurred, provided the expenses are reasonable and do not exceed the maximum allowable amount. The “maximum allowable amount” is the “maximum daily amount” multiplied by the number of days you actually incur TQSE not to exceed the number of days authorized, taking into account that the rates change after 30 days in temporary quarters. The “maximum daily amount” is determined by adding the rates in the following table for you and each member of your immediate family authorized to occupy temporary quarters:
Yes, if the estimated daily amount of your TQSE is determined in advance to be lower than the maximum daily amount, your agency may reduce the maximum allowable amount to your expected expenses.
The “applicable per diem rate” under the actual TQSE reimbursement method is as follows:
The period must begin before the maximum time for beginning allowable travel and transportation under § 302-2.8.
Your agency may authorize you to claim actual TQSE in increments of 30-days or less, not to exceed 60 consecutive days. However, if your agency determines that there is a compelling reason for you to continue occupying temporary quarters after 60 consecutive days, it may authorize an extension of up to 60 additional consecutive days. Under no circumstances may you be authorized reimbursement for actual TQSE for more than a total of 120 consecutive days.
A “compelling reason” is an event that is beyond your control and is acceptable to your agency. Examples include, but are not limited to when:
(a) Delivery of your household goods to your new residence is delayed due to strikes, customs clearance, hazardous weather, fires, floods or other acts of God, or similar events.
(b) You cannot occupy your new permanent residence because of unanticipated problems (e.g., delay in settlement on the new residence, or short-term delay in construction of the residence).
(c) You are unable to locate a permanent residence which is adequate for your family's needs because of housing conditions at your new official station.
(d) Sudden illness, injury, your death or the death of your immediate family member; or
(e) Similar reasons.
Yes, your authorized period for claiming actual TQSE reimbursement is measured on consecutive days, and once begun, normally continues to run whether or not you occupy temporary quarters. You may, however, interrupt your authorized period for claiming actual TQSE reimbursement in the following instances:
(a) For the time allowed for en route travel between the old and new official stations;
(b) For circumstances attributable to official necessity such as an intervening temporary duty assignment or military duty; or
(c) For a non-official necessary interruption such as hospitalization, approved sick leave, or other reason beyond your control and acceptable to your agency.
Occupancy of temporary quarters for less than a whole day constitutes one full day of your authorized period. (However, see § 302-6.110 regarding en route travel.)
The period ends at midnight on the earlier of:
(a) The day preceding the day you and/or any member of your immediate family occupies permanent residence quarters.
(b) The day your authorized period for claiming actual TQSE reimbursement expires.
No, the eligibility period for which you are authorized to claim actual
You may not receive reimbursement under both the actual TQSE allowance and another subsistence expenses allowance within the same day, with one exception. If you claim TQSE reimbursement on the same day that en route travel per diem ends, your en route travel per diem will be computed under applicable partial day rules and you also may be reimbursed for actual TQSE you incur after 6 p.m. of that day.
Yes, but you will not be reimbursed for any of the expenses you incur during the unauthorized period.
If your agency offers and you select the fixed amount TQSE reimbursement method, you are paid a fixed amount for up to 30 days. No extensions are allowed under the fixed amount method.
Multiply the number of days your agency authorizes TQSE by .75 times the maximum per diem rate (
No, you will not receive additional TQSE reimbursement if the fixed amount is not adequate to cover your TQSE.
Yes, if your fixed TQSE amount is more than adequate to cover your TQSE expenses any balance belongs to you.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
Temporary quarters should be used only if, and only for as long as, necessary until the employee and/or his/her immediate family can move into permanent residence quarters. You must administer the TQSE allowance to minimize or avoid other relocation expenses.
You must establish policies and procedures governing:
(a) When you will authorize temporary quarters for employees;
(b) Who will determine if temporary quarters is appropriate in each situation;
(c) If and when you will authorize the fixed amount option for TQSE reimbursement;
(d) Who will determine the appropriate period of time for which TQSE reimbursement will be authorized, including approval of extensions and interruptions of temporary quarters occupancy; and
(e) Who will determine whether quarters were indeed temporary, if there is any doubt.
You may authorize a TQSE allowance on an individual-case basis when use of temporary quarters is justified in connection with an employee's transfer to a new official station. You may not authorize a TQSE allowance for vacation purposes or other reasons unrelated to the transfer.
The factors you should consider include:
(a)
(b)
(c)
The factors you should consider include:
(a)
(b)
(c)
In determining whether quarters are “temporary”, you should consider factors such as the duration of the lease, movement of household effects into the quarters, the type of quarters, the employee's expressions of intent, attempts to secure a permanent dwelling, and the length of time the employee occupies the quarters.
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747, 3 CFR, 1971-1973 Comp., p. 586.
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.
The following are eligible for the transportation and temporary storage of household goods (HHG) at Government expense when a relocation has been determined to be in the interest of the Government:
(a) An employee transferred between official duty stations, within or outside the continental United States (CONUS);
(b) A new appointee to his/her first official duty station within or outside the CONUS;
(c) An employee being returned to CONUS for separation from an outside CONUS assignment, after completion of an agreed upon period of services;
(d) An SES employee authorized last move home benefits under § 302-3.304 of this chapter;
(e) An employee authorized a temporary change of station (TCS).
The maximum weight allowance of HHG that may be shipped or stored at Government expense is 18,000 pounds net weight.
Household goods may be transported and stored in multiple lots, however, your maximum HHG weight allowance is based upon shipping and storing all HHG as one lot.
Yes, the weight on any PBP&E is generally part of and not in addition to the 18,000 pound HHG weight limitation. However, if the weight of any PBP&E causes the lot to exceed 18,000 pounds, the PBP&E may be transported to the new duty station as an administrative expense of the agency. Authorization for such shipment is granted solely at the discretion of the agency and subject to its policies governing such shipment.
No, the 18,000 pound HHG weight limitation is mandated by statute and cannot be exceeded. Shipments of PBP&E as an administrative expense to the agency are not subject to the HHG maximum weight allowance.
The authorized origin and destination points for the transportation of HHG and PBP&E varies by category of employee and are as follows:
Yes, shipments may originate or terminate at any location; however, your reimbursement is limited to the cost of transporting the property in one lot from the authorized origin to the authorized destination.
The initial period of temporary storage at Government expense shall not exceed 90 days in connection with any authorized HHG shipment. The HHG may be placed in temporary storage at origin, in transit, at destination, or any combination thereof. However, upon your written request, an additional 90 days may be authorized by the designated agency official. In no case may the maximum time limit for temporary storage exceed 180 days.
Reasons for justifying temporary storage beyond the initial 90-day limit include, but are not limited to:
(a) An intervening temporary duty or long-term training assignment;
(b) Non-availability of suitable housing;
(c) Completion of residence under construction;
(d) Serious illness of employee or illness or death of a dependent;
(e) Strikes, acts of God, or other circumstances beyond the control of the employee; or
(f) Similar reasons.
No, property acquired en route will not be eligible for transportation at Government expense.
The Government's liability for loss or damage to HHG is determined by your agency under title 31 U.S.C. 3721-3723 and agency implementing rules and regulations issued pursuant to the law.
HHG should be shipped by the most economical method available. The various methods of shipment and weight calculations include the following:
There are two authorized methods of transporting and paying for the movement of HHG, PBP&E and temporary storage. Your agency will determine which of the following methods will be authorized.
(a)
(b)
Yes. The disadvantages to using the commuted rate method for transporting HHG, PBP&E and temporary storage are that the:
(a) Government cannot take advantage of any special rates that may be offered only to Government shipments;
(b) Commuted rate method does not apply to intrastate moves; and
(c) Commuted rate method may not fully reimburse your out-of-pocket expenses.
No, you do not have to use the method selected (§ 302-7.301) by your agency, and you may pursue other methods, however, your reimbursement is limited to the actual cost incurred, not to exceed what the Government would have incurred under the commuted rate system within CONUS and the actual expense method OCONUS.
When quarters are furnished or partly furnished by the Government OCONUS, your agency may limit the weight of HHG and temporary storage that can be transported to that location. Only the authorized weight allowance that was shipped to the OCONUS location may be returned to CONUS upon completion of the tour of duty, unless the agency makes an exception under conditions specified in agency internal regulations.
Any PBP&E that was transported as an administrative expense of the Government to the OCONUS assignment
When transporting HHG under the commuted rate or actual expense method and a commercial HHG carrier is used, the carrier accepts limited liability for any loss or damage in accordance with HHG carrier tariffs. For transporting HHG by self drive equipment for a do-it-yourself-move and for any loss or damage not covered by the HHG carrier, see part 302-11 of this chapter.
Generally no; items that are irreplaceable or of extremely high monetary or sentimental value should not be included in your HHG shipment. Additional insurance may be purchased, at your expense, to cover any loss or damage, however, such items are not necessarily provided special security. Accordingly, it is advisable that you or an immediate family member(s) transport such items personally.
If your HHG shipment includes an item (e.g. boat or trailer of reasonable size) for which a weight additive is assessed by the HHG carrier (as prescribed in applicable tariffs), and your shipment exceeds the maximum weight prescribed in § 302-7.2, you are responsible for all excess charges and any special packing, crating, and handling of the weight additive item. See § 302-7.200 on how charges are paid and who makes the shipping arrangements.
The charges for transporting HHG, and temporary storage are computed by multiplying the number of pounds shipped divided by 100 (within the 18,000 maximum limitation) by the applicable rate per one-hundred pounds for the distance transported. This includes, but is not limited to packing/unpacking, crating/uncrating, drayage, weighing, pickup/delivery, line-haul, accessorial charges, and temporary storage charges, including but not limited to handling in/out, etc. However, your reimbursement may not fully cover your total out-of-pocket expenses. In determining the distance shipped you may use the Household Goods Carriers Mileage Guide (issued by the Household Goods Carriers' Bureau, 1611 Duke Street, Alexandria, VA 22314-3482), tariffs filed with GSA travel management centers, or any other mileage guide authorized by your agency. If the exact mileage is not shown, the next higher mileage distance applies. If there is a minimum weight charge above the actual weight under applicable tariffs, reimbursement will be based on the minimum weight charge instead of the actual weight.
The charges for the line-haul transportation, packing, crating, unpacking, drayage incident to transportation, and other accessorial charges for HHG, and temporary storage can be found in the Household Goods Carrier Bureau tariff (issued by the Household Goods Carriers' Bureau, 1611 Duke Street, Alexandria, VA 22314-3482) or by contacting the GSA travel management center or the appropriate office designated in your agency.
To determine the distance from the authorized origin to the authorized
Any substantial deviation from the distances shown in the authorized mileage guides must be explained on the travel claim.
Charges for HHG, PBP&E and temporary storage are calculated based on the minimum weight charged by the carrier, but not to exceed 18,000 pounds.
When claiming reimbursement under the commuted rate, you must provide:
(a) A receipted copy of the bill of lading (reproduced copies are acceptable) including any attached weight certificate copies if issued; or
(b) Other evidence showing points of origin and destination and the weight of your HHG, if no bill of lading was issued, or
(c) If a commercial HHG carrier is not used, you are responsible for establishing the weight of the HHG, and temporary storage by obtaining proper certified weight certificates. Certified weight certificates include the gross and tare weights. This is required because payment at commuted rates on the basis of constructive weight usually is not possible.
An advance of funds may be authorized when the transportation of HHG and temporary storage is authorized under the commuted rate method.
To receive an advance under the commuted rate method, you must provide a copy of an estimate of costs from a commercial HHG carrier or a written statement that includes:
(a) Origin and destination;
(b) A signed copy of a commercial bill of lading annotated with actual weight (or other evidence of actual weight) or a reasonable estimate acceptable to your agency; and
(c) Anticipated temporary storage period (not to exceed 90 days) at Government expense.
Yes, HHG may be stored at Government expense incident to the transporting of such goods either at the HHG carrier storage facility or a self storage facility. Storage may be at any combination of origin, en route locations or destination.
The following will be reimbursed:
(a) Reimbursable temporary storage cost incident to storage at the HHG carriers facility are:
(1) Handling in;
(2) Daily storage;
(3) Handling out; and
(4) Drayage to residence.
(b) Reimbursable cost of storage at a self storage facility. This is the cost of the storage space that will reasonably accommodate the HHG transported.
Yes, under the commuted rate system, a receipted copy of the warehouse or other bill for storage is required to support reimbursement.
Yes, reimbursement must not exceed the rates published in the Nationwide Household Goods Commercial Relocation Tariff (issued by the Household Goods Carriers' Bureau, 1611 Duke Street, Alexandria, VA 22314-3482), supplements thereto and reissues thereof.
Your agency is responsible for making all the necessary arrangements for transporting HHG, PBP&E, and temporary storage, including but not limited to packing/unpacking, crating/uncrating, pickup/delivery, weighing, line-haul, etc., under the actual expense method. Your agency will issue a Bill of Lading or any other shipping document with all charges billed directly to the agency. Any cost or weight in excess of 18,000 pounds will be at your expense. If the shipment exceeds the maximum weight prescribed in § 302-7.2, the Government will pay the total charges and the employee will reimburse the Government for the cost of transportation and other charges applicable to the excess weight.
No, charges for excess weight, valuation above the minimum amount, and services obtained at higher costs must be borne by the employee in the same manner as he/she is responsible for excess transportation costs.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
You must establish policies and procedures as required for this part, including who will:
(a) Administer your household goods program;
(b) Authorize PBP&E to be transported as an agency administrative expense;
(c) Authorize temporary storage in excess of the initial 90-day limit;
(d) Collect any excess cost or charges;
(e) Advise the employee on the Government's liability for any loss and damage claims under 31 U.S.C. 3721-3723; and
(f) Ensure that international HHG shipments by water are made on ships registered under the laws of the United States whenever such ships are available.
You should authorize one of the following methods, of transporting an employee's HHG, PBP&E and temporary storage. The selected method should be stated on the relocation travel authorization.
(a)
(b)
You should authorize the actual expense method for transporting an employee's PBP&E only when the weight of the PBP&E causes the employee's shipment to exceed the maximum 18,000 pound HHG weight limitation. PBP&E should be weighed prior to shipment, if necessary, so the weight can easily be deducted from the 18,000 pound weight allowance. The PBP&E shipment should then be made separately from the HHG shipment and is an administrative expense to your agency.
You have the sole discretion to authorize transportation of PBP&E provided that:
(a) An itemized inventory of PBP&E is provided for review by the authorizing official at the new official station;
(b) The authorizing official has certified that the PBP&E are necessary for performance of the employee's duties at the new duty station, and if these items were not transported, the same or similar items would have to be obtained at Government expense for the employee's use at the new official station; and
(c) You have acquired evidence that transporting the PBP&E would cause the employee's HHG to exceed 18,000 pound maximum weight allowances.
PBP&E transported as an agency administrative expense to an OCONUS location may be returned to CONUS as an agency administrative expense for an employee separating from Government service.
Yes, the weight of the PBP&E and the administrative appropriation chargeable must be listed as separate items on the bill of lading or other shipping document.
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747, 3 CFR, 1971-1975 Comp., p. 586.
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.
Your agency may authorize extended storage of HHG under the following circumstances:
(a) Extended storage of HHG may be authorized in lieu of shipment when:
(1) You are assigned to an isolated duty station within CONUS (see subpart B of this part);
(2) You are assigned to an overseas official station where your agency limits the amount of HHG you may transport to that location;
(3) You are assigned to an OCONUS official station and your agency determines extended storage is in the public interest or cost effective to do so; or
(4) It is necessary for a temporary change of station (TCS).
(b) Extended storage of HHG is not permitted for a career SES employee eligible for last move home benefits.
The purpose of extended storage is to assist in protecting personal items when you are:
(a) Authorized a temporary change of station (TCS) under § 302-3.400 of this chapter;
(b) Assigned to isolated locations in CONUS to which the employee cannot take or at which the employee is unable to use his/her HHG and personal effects because of the absence of residence quarters at that location,
(c) Assigned OCONUS when:
(1) The official station is one to which you cannot take or at which you are unable to use your HHG and your personal effects; or
(2) The head of your agency authorizes storage of your HHG is in the public interest or is more economical than transporting; or
(d) Storage is necessary during school recess for DoDDS teachers.
Your agency will indicate on your travel authorization the specific allowances you are authorized as provided in this chapter.
No, an advance of funds is not allowed for storage allowances of HHG.
Extended storage of HHG belonging to an employee transferred or a new appointee assigned to an official station at an isolated location in CONUS may be allowed only when it is clearly justified under the conditions in this part and is not primarily for the convenience, or at the request of, the employee or the new appointee.
(a) As determined by your agency, an official station at an isolated location is a place of permanent duty assignment in CONUS at which you have no alternative except to live where you are unable to use your HHG because:
(1) The type of quarters you are required to occupy at the isolated official station will not accommodate your HHG; or
(2) Residence quarters which would accommodate your HHG are not available within reasonable daily commuting distance of the official station.
(b) The designation of an official station as isolated in accordance with paragraph (a) of this section shall not preclude a determination in individual instances that adequate housing is available for some employees stationed there based on housing which may be available within daily commuting distance and the size and other characteristics of each employee's immediate family. In such instances the station shall not be considered isolated with regard to you if your agency determines adequate family housing is available for you.
Heads of agencies concerned are responsible for designating the isolated official station at which conditions exist for allowing extended storage of HHG at Government expense for some or all employees.
Yes, you are eligible for extended storage of HHG and personal effects if:
(a) You are stationed at an isolated official station which your agency determines meets the criteria in § 302-8.101;
(b) You performed relocation travel or travel as a new appointee; and
(c) Your agency authorizes payment for extended storage of your HHG.
Your HHG may be stored either in:
(a) Available Government-owned storage space; or
(b) Suitable commercial storage space obtained by the Government if:
(1) Government-owned space is not available, or
(2) Commercial storage space is more economical or suitable because of location, transportation costs, or for other reasons.
Allowable costs for storage include the cost of:
(a) Necessary packing;
(b) Crating;
(c) Unpacking;
(d) Uncrating;
(e) Transportation to and from place of storage;
(f) Charges while in storage; and
(g) Other necessary charges directly relating to the storage as approved by your agency.
Yes, you may transport a portion of your HHG to the official station and store the remainder at Government expense, if authorized by your agency. The combined weight, however, of the HHG stored and transported must not exceed the maximum 18,000 pounds net weight.
Yes, you may change from temporary to extended storage, if authorized by your agency.
Yes, you may change from storage at personal expense to extended storage at Government expense, if authorized by your agency.
The authorized time period for extended storage of your HHG is for the duration of the assignment not to exceed 3-years. However:
(a) Your agency will conduct periodic reviews to determine whether current
(b) Eligibility for extended storage at Government expense will terminate on your last day of active duty at the isolated official station. However your HHG may remain in temporary storage for an additional period of time not to exceed 90 days, if approved by your agency.
(c) When eligibility ceases, storage at Government expense may continue until the beginning of the second month after the month in which your tour at the official station OCONUS terminates, unless to avoid inequity your agency extends the period.
Yes, you are eligible for extended storage during assignment OCONUS if your agency authorizes it, and if:
(a) The official station is one to which you are not authorized to take, or at which you are unable to use, your HHG; or
(b) Your agency authorizes it as being in the public interest; or
(c) Your agency determines the estimated cost of storage would be less than the cost of round-trip transportation (including temporary storage) of the HHG to your new official station.
No, your agency will determine when it is in the Government's interest to reimburse you for extended storage of HHG OCONUS.
No; the same allowable extended storage expenses provided in §§ 302-8.103 through 302-8.108 apply to extended storage OCONUS.
Time limitations for extended storage of your HHG will be determined by your agency as follows:
(a) For the duration of the OCONUS assignment plus 30 days prior to the time the tour begins and plus 60 days after the tour is completed;
(b) Extensions may be allowed for subsequent service or tours of duty at the same or other overseas stations if you continue to be eligible as set forth in § 302-8.200; and
(c) When eligibility ceases, storage at Government expense may continue until the beginning of the second month after the month in which your tour at the official station OCONUS terminates, unless to avoid inequity your agency extends the period.
(a)
(b)
If you do not report for service at the beginning of the next school year, you must repay the Government for the cost of the extended storage of your HHG during the recess. Except for reasons beyond your control and acceptable to DoD, you shall be obligated to reimburse DoD the amount paid for the
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
You must establish policies and procedures governing this part including:
(a) When you will authorize payment;
(b) Who will determine whether payment is appropriate;
(c) How and when reimbursements will be paid;
(d) Which locations meet the criteria of this part for isolated official station at which conditions exist for allowing extended storage at Government expense for some or all employees;
(e) Who will determine the duration and place of extended storage.
You should limit payment of extended storage of HHG to only those expenses that are necessary and in the interest of the Government.
Yes, the employee may determine options in the preference of his/her storage. You may authorize the employee to:
(a) Transport a portion of his/her HHG to the official station and store the remainder at Government expense;
(b) Change from temporary to extended storage; and
(c) Change from storage at personal expense to extended storage at Government expense.
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747 3 CFR, 1971-1975 Comp., p. 586.
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.
A “privately owned vehicle (POV)” is a motor vehicle not owned by the Government and used by the employee or his/her immediate family for the primary purpose of providing personal transportation.
An “official station” is defined in part 300-3 of this title. For purposes of this part, an “official station” may be within or outside the continental United States (OCONUS).
For purposes of this part, a “post of duty” is an official station outside CONUS.
To reduce the Government's overall relocation costs by allowing transportation of a POV to your official station within CONUS when it is advantageous and cost effective to the Government, and to improve our overall effectiveness if you are transferred or otherwise reassigned to a post of duty at which it is in the interest of the Government for you to have use of a POV for personal transportation.
The purpose of the allowance for emergency storage of a POV is to protect a POV transported at Government expense to your post of duty when the head of your agency determines that the post of duty is within a zone from which your immediate family and/or household goods should be evacuated.
Your agency may authorize the following POV transportation and emergency storage at Government expense:
(a) Transportation of a POV to a post of duty as provided in subpart B of this part.
(b) Transportation of a POV from a post of duty as provided in subpart C of this part.
(c) Transportation of a POV within CONUS as provided in subpart D of this part.
(d) Emergency storage of a POV as provided in subpart E of this part.
No; however, if your agency does authorize transportation of a POV to your post of duty and you complete your service agreement, your agency must pay for the cost of returning the POV. Your agency determines the conditions under which it will pay for transportation and emergency storage and the procedures a transferred employee must follow.
Only a passenger automobile, station wagon, light truck, or other similar vehicle that will be used primarily for personal transportation may be authorized to transport, and if necessary store under emergency circumstances. You may not transport or store a trailer, airplane, or any vehicle intended for commercial use.
When your agency authorizes transportation of your POV, it will pay for all necessary and customary expenses directly related to the transportation of the POV, including crating and packing expenses, shipping charges, and port charges for readying the POV for shipment at the port of embarkation, and for use at the port of debarkation.
Your agency will pay all necessary storage expenses, including but not limited to readying the POV for storage, local transportation to point of storage, storage, readying the POV for use after storage, and local transportation from the point of storage. Insurance on the POV is at your expense, unless it is included in the expenses allowed by this paragraph.
Yes, you may receive advance funds in accordance with § 302-2.20 of this chapter and not to exceed the estimated amount of the expenses authorized under this part for transportation and emergency storage of your POV.
Yes, your agency decides whether it is more advantageous for you and/or a member of your immediate family to drive your POV for all or part of the distance or to have it transported. If your agency decides that driving the POV is more advantageous, your reimbursement will be limited to the allowances provided in part 302-4 of this chapter for the travel and transportation expenses you and/or your immediate family incur en route.
An employee who is authorized to transfer to the post of duty, or a new appointee or student trainee assigned to the post of duty.
Your agency may authorize transportation when:
(a) At the time of your assignment, conditions warrant such authorization under § 302-9.140;
(b) Conditions that once precluded prior authorization have changed to warrant such authorization under § 302-9.170; or
(c) Subsequent to the time of your assignment, conditions warrant authorization under § 302-9.172 of a replacement POV.
You may transport one POV to a post of duty. However, this does not limit the transportation of a replacement POV when authorized under § 302-9.172.
Yes, you must ship your POV to your actual post of duty. You may not transport the POV to an alternate location.
If there is no port or terminal at the point of origin and/or destination, your agency will pay the entire cost of transporting the POV from your point of origin to your destination. If you prefer, however, you may choose to drive your POV from your point of origin at time of assignment to the nearest embarkation port or terminal, and/or from the debarkation port or terminal nearest your destination to your post of duty at any time. If you choose to drive, you will be reimbursed your one-way mileage cost, at the rate specified in part 301-4 of this title, for driving the POV from your authorized origin to deliver it to the port of embarkation, or from the port of debarkation to the authorized destination. For the segment of travel from the port of embarkation back to your authorized origin after delivering the POV to the port or from your authorized destination to the port of debarkation to pick up the POV, you will be reimbursed your one-way transportation cost. The total cost of round-trip travel, to deliver the POV to the port at the origin or to pick up the POV at the port at your destination, may not exceed the
Your agency may authorize transportation of a POV to your post of duty when:
(a) It has determined in accordance with § 302-9.503 that it is in the interest of the Government for you to have use of your POV at the post of duty;
(b) You have signed a service agreement; and
(c) You meet any specific conditions your agency has established.
Your “authorized point of origin” is as follows:
If you transport a POV from a point of origin that is different from the authorized point of origin, you will be reimbursed the transportation costs you incur, not to exceed the cost of transporting your POV from your authorized point of origin to your post of duty.
Yes, when you are authorized to transport a POV, you may have the manufacture or the manufacturer's agent transport a new POV from the factory or other shipping point directly to your post of duty provided:
(a) You purchased the POV new from the manufacturer or manufacturer's agent;
(b) The POV is transported FOB-shipping point, consigned to you and/or a member of your immediate family, or your agent; and
(c) Ownership of the POV is not vested in the manufacturer or the manufacturer's agent during transportation. In this circumstance, you will be reimbursed for the POV transportation costs, not to exceed the cost of transporting the POV from your authorized point of origin to your post of duty.
Your agency may authorize transportation of a POV to your post of duty subsequent to the time of your assignment to that post when:
(a) You do not have a POV at your post of duty;
(b) You have not previously been authorized to transport a POV to that post of duty;
(c) You have not previously transported a POV outside CONUS during your assignment to that post of duty;
(d) Your agency has determined in accordance with § 302-9.503 that it is in the interest of the Government for you to have use of your POV at the post of duty; and
(e) You signed a service agreement at the time you were transferred in the interest of the Government, or assigned if you were a new appointee or student trainee, to your post of duty; and
(f) You meet any specific conditions your agency has established.
No, if circumstances changed after arrival at your new post of duty to warrant authorization to transport a
Your agency may authorize transportation of a replacement POV to your post of duty when:
(a) You require an emergency replacement POV and you meet the following conditions:
(1) You had a POV which was transported to your post of duty at Government expense; and
(2) You require a replacement POV for reasons beyond your control and acceptable to your agency, such as the POV is stolen, or seriously damaged or destroyed, or has deteriorated due to conditions at the post of duty; and
(3) Your agency determines in advance of authorization that a replacement POV is necessary and in the interest of the Government; or
(b) You require a non-emergency replacement POV and you meet the following conditions:
(1) You have a POV which was transported to a post of duty at Government expense;
(2) You have been stationed continuously during a 4-year period at one or more posts of duty; and
(3) Your agency has determined that it is in the Government's interest for you to continue to have a POV at your post of duty.
Your agency may authorize one emergency replacement POV within any 4-year period of continuous service. It may authorize one non-emergency replacement POV after every four years of continuous service beginning on the date you first have use of the POV being replaced.
Your agency determines the authorized point of origin within the United States when you transport a POV, including a replacement POV, to your post of duty subsequent to the time of your assignment to that post of duty.
Yes, you may have the manufacture or manufacture's agent transport a new POV from the factory or other shipping point to your post of duty under the same conditions specified in § 302-9.143.
You are eligible for POV transportation from your post of duty when:
(a) You were transferred to a post of duty in the interest of the Government; and
(b) You have a POV at the post of duty.
Your agency will pay to transport a POV from your post of duty when:
(a) You are transferred back to the official station (including post of duty) from which you transferred to your current post of duty;
(b) You are transferred to a new official station within CONUS;
(c) You are transferred to a new post of duty, where your agency determines that use of a POV at that location is not in the interest of the Government;
(d) You separate from Government service after completion of an agreed period of service at the post of duty where your agency determined the use of a POV to be in the interest of the Government;
(e) You separate from Government service prior to completion of an agreed period of service at the post of duty where your agency determined the use of a POV to be in the interest of the Government, and the separation is for reasons beyond your control and acceptable to your agency; or
(f) Conditions change at your post of duty such that use of the POV no longer is in the best interest of the Government.
You become entitled to return transportation of your POV from your post of duty to an authorized destination when:
(a) Your agency determined the use of a POV at your post of duty was in the interest of the Government;
(b) You have the POV at your post of duty; and
(c) You have completed your service agreement.
Yes, if conditions change at your post of duty such that use of your POV no longer is in the interest of the Government, or if you separate from Government service prior to completion of your service agreement for reasons beyond your control and acceptable to your agency, your agency may authorize return transportation to your authorized destination. When the return transportation is based on changed conditions, you are still required to complete your service agreement. If you do not, you will be required to repay the transportation costs.
The “authorized point of origin” when you transport your POV from your post of duty is the last post of duty to which you were authorized to transport your POV at Government expense.
The “authorized destination” of a POV transported under this subpart is illustrated in the following table:
If there is no port or terminal at your authorized point of origin or authorized destination, your agency will pay the entire cost of transporting the POV from your authorized origin to your authorized destination. If you prefer, however, you may choose to drive your POV to the port of embarkation and/or from the port of debarkation. If you choose to drive, you will be reimbursed in the same manner as an employee under § 302-9.104.
You will be reimbursed the transportation costs you actually incur, not to exceed what it would have cost to transport your POV from your authorized origin to the authorized destination.
Yes, your agency will pay the transportation costs not to exceed the cost of transporting it to the authorized destination, provided you otherwise meet all conditions for transporting a POV.
Your agency may authorize transportation of a replacement POV purchased at a post of duty from the same post of duty only if:
(a) At the time you purchased the replacement POV, you met the conditions in § 302-9.172; and
(b) Prior to purchase of the replacement POV, your agency authorized you to purchase a replacement POV at the post of duty.
You are eligible for transportation of your POV within CONUS at Government expenses when:
(a) You are an employee who transfers within CONUS in the interest of the Government; or
(b) You are a new appointee or student trainee relocating to your first official station within CONUS.
Your agency will authorize transportation of your POV within CONUS only when:
(a) It has determined that use of your POV to transport you and/or your immediate family from your old official station (or place of actual residence, if you are a new appointee or student trainee) to your new official station would be advantageous to the Government;
(b) Both your old official station (or place of actual residence, if you are a new appointee or student trainee) and your new official station are located within CONUS; and
(c) Your agency further determines that it would be more advantageous and cost effective to the Government to transport your POV to the new official station at Government expense and to pay for transportation of you and/or your immediate family by commercial means than to have you or an immediate family member drive the POV to the new official station.
You may transport any number of POV's within CONUS under this subpart, provided your agency determines such transportation is advantageous and cost effective to the Government.
If you are authorized to transport your POV within CONUS, the transportation must originate as illustrated in the following table:
If you are authorized to transport your POV within CONUS your destination must be your new official station.
You are eligible for emergency storage of your POV when:
(a) Your POV was transported to your post of duty at Government expense; and
(b) The head of your agency determines that your post of duty is within a zone from which your immediate family and/or household goods should be evacuated.
If you receive notice to evacuate your immediate family and/or HHG for your post of duty, you may store your POV at a place determined to be reasonable by your agency whether the POV is already located at, or being transported to, your post of duty.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
You may authorize:
(a) Commercial means of transportation for POV's if available at reasonable rates and under reasonable conditions; or
(b) Government means of transportation for POV's on a space-available basis.
To minimize costs and promote an efficient workforce, you should provide an employee use of his/her POV when it mutually benefits the Government and the employee.
You must establish policies governing:
(a) When you will authorize transportation and emergency storage of a POV;
(b) When you will authorize transportation of a replacement POV;
(c) Who will determine if transportation of a POV to or from a post of duty is in the interest of the Government;
(d) Who will determine if conditions have changed at an employee's post of duty to warrant transportation of a POV in the interest of the Government;
(e) Who will determine if transportation of a POV wholly within CONUS is more advantageous and cost effective than having the employee drive the POV to the new official station; and
(f) Who will determine whether to allow emergency storage of an employee's POV, including where to store the POV.
You may authorize transportation of a POV to a post of duty only when you determine, after consideration of the factors in § 302-9.504, that it is in the interest of the Government for the employee to have use of a POV at the post of duty.
When deciding whether to authorize transportation of a POV to a post of duty, you must consider if:
(a) Local conditions at the employee's post of duty warrant use of a POV;
(b) Use of the POV will contribute to the employee's effectiveness on the job;
(c) Use of a POV of the type involved will be suitable under local conditions at the post of duty; and
(d) The cost of transporting the POV to and from the post of duty will be excessive, considering the time the employee has agreed to serve.
When determining whether transportation of a POV within CONUS is cost effective, you must consider the:
(a) Cost of traveling by POV;
(b) Cost of transporting the POV;
(c) Cost of travel if the POV is transported;
(d) Productivity benefit you derive from the employee's accelerated arrival at the new official station.
5 U.S.C. 5738; 20 U.S.C. 905 (a); E.O. 11609, 36 FR 13747, 3 CFR, 1971-1975 Comp., p. 586.
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.
Yes, if you are eligible for the transportation of HHG, you will be reimbursed for transporting a mobile home instead of an HHG shipment, not to exceed what the Government would incur for the transportation of your HHG and 90-days temporary storage.
Yes, to have a mobile home transported at Government expense, you must certify that the mobile home will
The maximum amount your agency may authorize you to receive for transporting a mobile home shall not exceed the cost of transporting 18,000 pounds of HHG and 90 days of temporary storage.
Yes, allowances for overland transportation of a mobile home may be made only for transportation within CONUS, within Alaska, and through Canada en route between Alaska and CONUS or through Canada between one CONUS point and another (e.g. between Buffalo, NY and Detroit, MI). Allowances for transportation within limits prescribed may be paid even though the transportation involved originates, terminates, or passes through locations not covered, provided the amount of the allowance shall be computed on the basis of that part of the transportation which is within CONUS, within Alaska, or through Canada en route between Alaska and CONUS or between one CONUS point and another. The cost to transport a mobile home may not exceed the cost of shipping 18,000 pounds of HHG and 90 days of temporary storage.
Yes, you may transport a mobile home over water when both the points of origin and destination are within CONUS or Alaska.
Yes, allowances for transporting a mobile home (including mileage when towed by you) are in addition to the reimbursement of per diem, mileage, and transportation expenses for you and your immediate family member(s). However, you must consider the fact that the mobile home may be moved at Government expense only if it will be used as your residence at the new official station, and allowances under parts 302-5, 302-6, and 302-11 of this chapter will be paid accordingly.
Your agency will allow for the distance shown in standard highway mileage guides or agency designated official table of distances or actual miles driven as determined from your odometer readings, between the authorized origin and destination.
No, you do not need to furnish odometer readings on the travel claim but you must indicate the total miles traveled. Any deviation from the distances indicated in standard highway mileage guides or agency official table of distances must be fully explained and acceptable to your agency.
Your agency will allow the following costs for use of a commercial carrier transporting your mobile home:
(a) When transporting overland;
(1) The carrier's charge for actual transportation of the mobile home (not to exceed the applicable tariff for such movements approved by an appropriate regulatory body), provided any substantial deviation from standard highway mileage guides or agency official table of distances is explained;
(2) Ferry fares, bridge, road, and tunnel tolls;
(3) Taxes, charges or fees fixed by a State or other government authority for permits to transport mobile homes in or through its jurisdiction;
(4) Carrier's service charges for obtaining necessary permits; and
(5) Charges for a pilot (flag) car or escort services, when required by State or local law.
(b) When transporting over water cost must include, but not limited to the cost of:
(1) Fuel and oil used for propulsion of the boat;
(2) Pilots or navigators in the open water;
(3) A crew;
(4) Charges for harbor pilots;
(5) Docking fees incurred in transit;
(6) Harbor or port fees and similar charges related to entry in and navigation through ports; and
(7) Towing, whether in tow or towing by pushing from behind.
The mileage allowance when you transport a mobile home overland by other than commercial means (e.g., towed by a POV) is eleven cents per mile. This is in addition to the mileage allowance prescribed for driving the POV under part 302-4 of this chapter.
Yes, you are also entitled to the following allowances when you transport your mobile home by POV:
(a) Payment of mileage for use of a POV to transport yourself and/or immediate family member(s) as provided in § 302-4.30 of this chapter; and
(b) Preparation costs as provided in § 302-10.205.
The allowances in §§ 302-10.200 through 302-10.202 apply to the respective portions of transportation by commercial carrier and POV when a mobile home is transported by both.
Allowable costs for preparing a mobile home for shipment include but are not limited to:
(a) Blocking and unblocking (including anchoring and unanchoring);
(b) Labor costs of removing and installing skirting;
(c) Separating, preparing, and sealing each section for movement;
(d) Reassembling the two halves of a double-wide mobile home;
(e) Travel lift fees;
(f) Rental, installation, removal and transportation of hitches and extra axles with wheels and tires;
(g) Purchasing blocks in lieu of transporting blocks from old official station and cost of replacement blocks broken while mobile home was being transported;
(h) Packing and unpacking of HHG associated with the mobile home;
(i) Disconnecting and connecting utilities;
(j) Installation and removal of towing lights on trailer;
(k) Charges for reasonable extension of existing water and sewer lines; and
(l) Dismantling and assembling a portable room appended to a mobile home.
Yes, costs for preparing a mobile home located outside Alaska or CONUS for movement or the costs for resettling outside Alaska or CONUS are not allowed.
Yes, your agency may assume direct responsibility for the costs of preparing and transporting your mobile home if it is determined to be in the Government's interest.
Yes, you are responsible for any excess preparation or transportation or non-allowable charges, such as:
(a) Costs for replacement parts, tires purchases, structural repairs, brake repairs or any other repairs or maintenance performed;
(b) Costs of insurance for valuation of mobile homes above carriers' maximum liabilities, or charges designated in the tariffs as “Special Service;”
(c) Cost of storage; and
(d) Costs of connecting/disconnecting appliances, equipment, and utilities involved in relocation and costs of converting appliances for operation on available utilities.
Yes, you may receive an advance of funds when you are responsible for arranging and paying a commercial carrier to transport your mobile home. However, the advance may not exceed the estimated amount allowable.
No, your agency will not authorize you an advance of funds when it pays the carrier directly.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
You must establish policies for authorizing transportation of a mobile home that implements this part including when:
(a) It is considered in the best interest of the Government to assume direct responsibility for preparing and transporting an employee's mobile home;
(b) To authorize an advance of funds for a commercial carrier transporting an employee's mobile home based on constructive or estimated cost when the employee assumes direct responsibility for payment.
Yes, allowances for transporting a mobile home (including mileage when towed by the employee) are in addition to the allowances for per diem, mileage, and transportation expenses. However, you must consider the fact that the mobile home will be used as the employee's and/or immediate family member(s) primary residence at the new official station, and reduce the allowances under parts 302-5, 302-6, and 302-11 of this chapter.
The costs you must pay a commercial carrier for transporting a mobile home are prescribed in § 302-10.200.
The costs you must allow for preparing a mobile home for shipment are prescribed in § 302-10.205.
5 U.S.C. 5738 and 20 U.S.C. 905(c).
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.
The purpose of an allowance for expenses incurred in connection with residence transaction is to reimburse you when you transfer from an old official station to a new official station for expenses that you incur due to:
(a) The sale of one residence at your old official duty station, and/or the purchase of a residence at your new official duty station; or
(b) The settlement expenses for a lease which has not expired on your residence or mobile home lot which is used as your permanent residence at your old official station.
You are eligible to receive an allowance for expenses incurred in connection with your residence transactions under this subpart if you have signed a service agreement as specified in § 302-3, subpart D of this chapter, and you are performing a permanent change of station where:
(a) Your old and new official stations are within the United States; or
(b) You transferred from an official station in the United States to a foreign area, and you are now transferring back to the United States and;
(1) You have completed your service agreement time period for your overseas tour of duty; and
(2) You are assigned to an official station in the United States that is more than 50 miles from your last official station in the United States, unless authorized otherwise in accordance with § 302-2.6 of this chapter.
Yes, you must sign a service agreement before receiving residence transaction allowances.
You are not eligible to receive an allowance for expenses incurred in connection with residence transactions under this subpart if you are:
(a) A new appointee; or
(b) An employee assigned under the Government Employees Training Act (5 U.S.C. 4109).
Yes, to be reimbursed for expenses incurred in your residence transactions, you must occupy the residence at the time you are notified of your transfer, unless your transfer is from a foreign area to an official station within the United States other than the one you left when you transferred out of the United States, as specified in § 302-11.2(b).
If you qualify for a residence transaction expense allowance, you may be reimbursed for the:
(a) Expenses of selling your old residence and purchasing a new residence in the United States; or
(b) Settlement of an unexpired lease at your old official station in the United States from which transferred to another official station in the United States or when assigned to a foreign post of duty; and
(c) Expenses of purchasing a new residence in the United States upon return to the United States upon completion of the foreign tour of duty and the return is to a different official station, and is 50 miles distance from the official station which you transferred from.
When your unexpired lease (including month to month) is for residence quarters at your old official station, you may be reimbursed for settlement expenses for an unexpired lease, including but not limited to broker's fees for obtaining a sublease or charges for advertising if:
(a) Applicable laws or the terms of the lease provide for payment of settlement expenses; or
(b) Such expenses cannot be avoided by sublease or other arrangement; or
(c) You have not contributed to the expenses by failing to give appropriate lease termination notice promptly after you have definite knowledge of your transfer; or
(d) The broker's fees or advertising charges are not in excess of those customarily charged for comparable services in that locality.
No, you do not have to sell the residence at your old official station to be eligible for residence purchase transactions at your new official station.
Your claim for reimbursement should be submitted to your agency as soon as possible after the transaction occurred. However, the settlement dates for the sale and purchase or lease termination transactions for which reimbursement is requested must occur not later than 2 years after the day you report for duty at your new official station. (See § 302-11.23.)
Yes, your agency may extend the 2-year limitation for up to two additional years for reason beyond your control and acceptable to the agency.
To have your initial time period extended, you must submit a request to your agency not later than 30 calendar days after the expiration date unless this 30-day period is specifically extended by your agency.
You may receive reimbursement for the one residence from which you regularly commute to and from work on a daily basis and which was your residence at the time you were officially notified by competent authority to transfer to a new official station.
The title to the property for which you are requesting an allowance for residence transaction must be:
(a) Solely in your name; or
(b) Solely in the name of one or more of your immediate family members; or
(c) Jointly in your name and in the name of one or more of your immediate family members.
The Government will determine who holds title to your property based on:
(a) Whose name(s) actually appears on your title document (e.g., the deed); or
(b) Who holds equitable title interest in your property as specified in § 302-11.105.
If you or a member of your immediate family do not hold full title to the property for which you are requesting reimbursement, you will be reimbursed on a pro rata basis to the extent of your actual title interest plus your equitable title interest in the residence.
To be eligible for the allowance for expenses incurred in connection with the sale of your residence, you and/or a member(s) of your immediate family must have acquired title or equitable title interest in the residence as illustrated in the following table:
“Equitable title interest” in your residence is determined by your agency if:
(a) The title is held in trust, and:
(1) The property is your residence;
(2) You and/or a member(s) of your immediate family are the only beneficiary(ies) of the trust during either of your lifetimes;
(3) You and/or a member(s) of your immediate family retain the right to distribute the property during your lifetimes;
(4) You and/or a member(s) of your immediate family retain the right to manage the property;
(5) You and/or a member(s) of your immediate family are the only grantor/settlor of the trust, or retain the right to direct distribution of the property upon dissolution of the trust or death; and
(6) You provide your agency with a copy of the trust document; or
(b) The title is held in the name of a financial institution, and:
(1) The property is your residence;
(2) You and/or a member(s) of your immediate family executed a financing agreement (e.g., mortgage) with the financial institution;
(3) State or local law requires that lending parties take title to perfect (
(4)You provide your agency with a copy of the financing document; or
(c) The title is held both in the names of:
(1) You solely, or jointly with one or more members of your immediate family, or one or more members of your immediate family;
(2) An individual accommodation party as defined in § 302-11.106 who is not a member of your immediate family; and
(3) The conditions apply:
(i) The property is your residence.
(ii) You and/or a member(s) of your immediate family have the right to use the property and to direct conveyance of the property.
(iii) The lender requires signature of the accommodation party on the financing document.
(iv) You and/or a member of your immediate family, are liable for payments under the financing arrangement (e.g., mortgage).
(v) The accommodation party's name is on the title.
(vi) The accommodation party does not have a financial interest in the property unless the employee and/or a members(s) of the immediate family default on the financing arrangement.
(vii) You must provide documentation of the accommodation that is acceptable by your agency; or
(d) The title is held by the seller of the property and the following conditions are met:
(1) The property is your residence;
(2) You and/or member(s) of your immediate family has the right to use the property and to direct conveyance of the property;
(3) You and/or member(s) of your immediate family must have signed a financing agreement with the seller of the property (e.g., a land contract) providing for fixed periodic payments and transfer of title to the employee and/or a member(s) of the immediate family upon completion of the payment schedule; and
(4) You provide your agency with a copy of the financing agreement; or
(e) Another equitable title situation exists where title is held in your name only or jointly with you and one or more members of your immediate family or with you and an individual who is not an immediate family member, and the following conditions are met:
(1) The property is your residence.
(2) You and/or a member(s) of your immediate family has the right to use the property and to direct conveyance of the property.
(3) Only you and/or a member(s) of your immediate family has made payments on the property.
(4) You and/or a member(s) of your immediate family received all proceeds from the sale of the property.
(5) You must provide suitable documentation to your agency that all conditions in paragraphs (e)(1) through (e)(4) of this section are met.
An accommodation party is an individual who signs an employee's financing agreement (e.g., a mortgage) to lend his/her name (
Provided that they are customarily paid by the seller of a residence at the old official station or by the purchaser of a residence at the new official station, your agency will pay the following expenses:
(a) Your broker's fee or real estate commission that you pay in the sale of your residence at the last official station, not to exceed the rates that are generally charged in the locality of your old official station;
(b) The customary cost for an appraisal;
(c) The costs of newspaper, bulletin board, multiple-listing services, and other advertising for sale of the residence at your old official station that is not included in the broker's fee or the real estate agent's commission;
(d) The cost of a title insurance policy, costs of preparing conveyances, other instruments, and contracts and related notary fees and recording fees; cost of making surveys, preparing drawings or plats when required for legal or financing purposes; and similar expenses incurred for selling your residence to the extent such costs:
(1) Have not been included in other residence transaction fees (
(2) Do not exceed the charges, for such expenses, that are normally charged in the locality of your residence;
(3) Are usually furnished by the seller;
(e) The costs of searching title, preparing abstracts, and the legal fees for a title opinion to the extent such costs:
(1) Have not been included in other related transaction costs (
(2) Do not exceed the charges, for such expenses, that are customarily charged in the locality of your residence
(f) The following “other” miscellaneous expenses in connection with the sale and/or purchase of your residence, provided they are normally paid by the seller or the purchaser in the locality of the residence, to the extent that they do not exceed specifically stated limitations, or if not specifically stated, the amounts customarily paid in the locality of the residence:
(1) FHA or VA fees for the loan application;
(2) Loan origination fees and similar charges such as loan assumption fees, loan transfer fees or other similar charges not to exceed 1 percent of the loan amount without itemization of the lender's administrative charges (unless requirements in § 302-11.201 are met), if the charges are assessed in lieu of a loan origination fee and reflects charges for services similar to those covered by a loan origination fee;
(3) Cost of preparing credit reports;
(4) Mortgage and transfer taxes;
(5) State revenue stamps;
(6) Other fees and charges similar in nature to those listed in paragraphs (f)(1) through (f)(5) of this section, unless specifically prohibited in § 302-11.202;
(7) Charge for prepayment of a mortgage or other security instrument in connection with the sale of the residence at the old official station to the extent the terms in the mortgage or other security instrument provide for this charge. This prepayment penalty is also reimbursable when the mortgage or other security instrument does not specifically provide for prepayment, provided this penalty is customarily charged by the lender, but in that case the reimbursement may not exceed 3 months' interest on the loan balance;
(8) Mortgage title insurance policy, paid by you, on a residence you purchased for the protection of, and required by, the lender;
(9) Owner's title insurance policy, provided it is a prerequisite to financing or the transfer of the property; or if the cost of the owner's title insurance policy is inseparable from the cost of other insurance which is a prerequisite;
(10) Expenses in connection with construction of a residence, which are comparable to expenses that are reimbursable in connection with the purchase of an existing residence;
(11) Expenses in connection with environmental testing and property inspection fees when required by Federal, State, or local law; or by the lender as a precondition to sale or purchase; and
(12) Other expenses of sale and purchase made for required services that are customarily paid by the seller of a residence at the old official station or if customarily paid by the purchaser of a residence at the new official station.
Reimbursement may exceed 1 percent (as specified in § 302-11.200(f)(2) only when you provide evidence that the higher rate:
(a) Does not include prepaid interest, points, or a mortgage discount; and
(b) Is customarily charged in the locality where the residence is located.
Your agency will not pay:
(a) Any fees that have been inflated or are higher than normally imposed for similar services in the locality;
(b) Broker fees or commissions paid in connection with the purchase of a home at the new official station;
(c) Owner's title insurance policy, “record title” insurance policy, mortgage insurance or insurance against loss or damage of property and optional insurance paid for by you in connection with the purchase of a residence for your protection;
(d) Interest on loans, points, and mortgage discounts;
(e) Property taxes;
(f) Operating or maintenance costs;
(g) Any fee, cost, charge, or expense determined to be part of the finance charge under the Truth in Lending Act, Title I, Pub. L. 90-321, as amended, and Regulation Z issued by the Board of Governors of the Federal Reserve System (12 CFR part 226), unless specifically authorized in § 302-11.200;
(h) Expenses that result from construction of a residence, except as provided in § 302-11.200(e)(10); and
(i) Losses, see § 302-11.304.
Yes, your agency will reimburse you no more than:
(a) Ten percent of the actual sales price for the sale of your residence at the old official station; and
(b) Five percent of the actual purchase price of the residence for the purchase of a residence at the new official station.
To request reimbursement for the expenses you incur for your residence transaction, you must:
(a) Send your claim for reimbursement and documentation of expenses to your old official station for review and approval unless otherwise specified by your agency, and
(b) Follow your agency's procedures and submit appropriate voucher(s) along with any claim applications that your agency may require with appropriate documents specified in § 302-11.302.
To request reimbursement for the sale of a former residence or the purchase of a new one, you must submit to your agency:
(a) Copies of your sales agreement when selling a residence;
(b) Your purchase agreement when a purchasing a residence;
(c) Property settlement documents;
(d) Loan closing statements; and
(e) Invoices or receipts for other bills paid.
No, the Government will not reimburse you for expenses incurred in connection with your residence transactions if they are paid by someone other than you or a member of your immediate family.
No, losses incurred due to market conditions or prices at your old and new duty station are not reimbursable when incurred by you due to:
(a) Failure to sell a residence at the old official station at the price asked, or at its current appraised value, or at its original cost; or
(b) Failure to buy a dwelling at the new official station at a price comparable to the selling price of the residence at the old official station; or
(c) Any losses that are similar in nature to (a) or (b).
No, reimbursement of any residence transaction expenses (or settlement of an unexpired lease) that occurs prior to being officially notified (generally in the form a change of station travel authorization) is prohibited.
You are responsible for the determination of reasonableness for your claimed expenses. To determine if your expenses are reasonable, you should, in coordination with your agency, contact the local real estate association, or, if not available, at least three different realtors in the locality in which your expenses will be incurred and request:
(a) The current schedule of closing costs which applies to the area in which you are buying or selling;
(b) Information concerning local custom and practices with respect to charging of closing costs which relate to either your sale or purchase and whether such costs are customarily paid by the seller or purchaser; and
(c) Information on the local terminology used to describe the costs specified in paragraph (b) of this section.
No, you may not receive an advance of funds for your residence transaction expenses.
When you purchase or sell land in excess of what reasonably relates to the residence site, your reimbursement will be limited to a pro rata reimbursement of the land reasonably related to the residence site.
If the employee violates his/her service agreement, no residence transaction expenses will be paid, and any amounts paid prior to such violation shall be a debt due the United States until they are paid by the employee.
To request reimbursement for settlement of an unexpired lease, you must itemize expenses (list all expenses separately) on a travel voucher and submit the voucher to your agency.
When you share a lease with someone else you will be reimbursed on a pro rata basis for that portion of the lease that you are responsible for.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
You must establish internal policies and procedures to implement this part.
You may authorize or approve a residence transaction expense allowance when an employee is performing a permanent change of station in the interest of the Government and has signed a service agreement (other than a new appointee or an employee assigned under the Government Employees Training Act (5 U.S.C. 4109.); and
(a) The old and new official stations are located in the United States; or
(b) The employee has completed an agreed upon tour of duty overseas and is returning to the United States to an
(c) When the employee has been permanently assigned to a temporary official station.
The following are not eligible to receive residence transaction expense allowances:
(a) New appointees; and
(b) Employees assigned under the Government Employee's Training Act (5 U.S.C. 4109).
You must establish policies that will define what documentation is acceptable from an employee when requesting reimbursement of residence transaction expenses.
When paying allowances for expenses incurred in connection with residence transactions, you must:
(a) Determine who will authorize and approve residence transactions expenses on the employee's travel authorization;
(b) Determine who will review applications for reimbursement of residence transaction expenses;
(c) Determine who will authorize extensions beyond the 2-year limitation for completing sales and purchase or lease termination transactions, under §§ 302-11.420 and 302-11.421;
(d) Prescribe a claim application form which meets your internal administrative requirements;
(e) Require employees to submit a travel claim with appropriate documentation to support his/her payment of the expenses claimed, which must include as a minimum;
(1) The sales agreement,
(2) The purchase agreement,
(3) Property settlement documents,
(4) Loan closing statements, and
(5) Invoices or receipts for other bills paid; and
(f) Require employees to submit travel claims to his/her old official station for review and approval of the claim unless agency review and approval functions are performed elsewhere except as provided in § 302-11.405.
The hiring agency in the locality of the employee's old official station must review and approve the employee's application when the employee transfers between agencies, unless the hiring agency does not have an appropriate installation there. In that case, the losing agency at the old official station must review and approve the expenses.
To administer an employee's claim:
(a) You must:
(1) Review the employee's claim to determine whether the expenses claimed are reasonable in amount and customarily paid by the buyer/seller in the locality where the property is located;
(2) Disallow any portion of the employee's claim that is inflated or are higher than normal for similar services in the locality;
(3) Execute final administrative approval of payment of a claim by an appropriate agency approving official; and
(4) Return disapproved applications to the employee with a memorandum of explanation.
(b) The approving official must determine if:
(1) The aggregate amount of expenses claimed in connection with a sale or purchase of a residence is within the prescribed limitation for either;
(2) All conditions and requirements under which allowances may be paid have been met; and
(3) The expenses themselves are those which are reimbursable.
You must not pay the expenses listed in § 302-11.202 or § 302-11.304.
Before paying residence transaction expenses, you must require the employee to submit:
(a) A copy of his/her financial documents which prove that only the employee and or a member(s) of the immediate family made payments on the property;
(b) A copy of his/her financial documents which prove that he/she and/or a member(s) of the immediate family received all proceeds from the sale of the property;
(c) Documentation that is acceptable by you in verifying any interest that the employee has in the property; and
(d) Any additional documents that you need to verify payments.
You may authorize an additional period of time, not to exceed 2 years, for completion of the sale and purchase or lease termination transactions.
When authorizing an extension of time limitation, you must determine that the:
(a) Employee has extenuating circumstances which have prevented him/her from completing his/her sale and purchase or lease termination transactions in the initial authorized time frame of two years; and
(b) Employee's residence transactions are reasonably related to his/her transfer of official station.
You must reimburse an employee in lieu of residence transaction expenses when the employee meets the requirements of § 302-11.10 for expenses incurred due to settlement of an unexpired lease.
You must require that the employee submit an appropriate travel claim requesting reimbursement for expenses of an unexpired lease settlement with:
(a) An itemization of all expenses claimed supported by documentation showing that the employee indeed paid all lease settlement fees; and
(b) A total amount for all expenses claimed.
To determine who holds title to property for reimbursement purposes, you must verify:
(a) Whose name(s) actually appears on the title document (e.g., the deed); or
(b) Who holds equitable title interest in the property.
To determine if an employee holds equitable title interest in his/her property, you must follow the guidelines in § 302-11.405.
No, you may not advance an employee funds for expenses incurred in connection with residence transactions.
The maximum amount that you may reimburse for the sale or purchase of an employee's residence is:
(a) Ten percent of the actual sale price for the sale of the employee's residence at the old official station; and
(b) Five percent of the actual purchase price of the residence for the purchase of a residence at the new official station.
5 U.S.C. 5738 and 20 U.S.C. 905(c).
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.
Yes, if you are an employee who is authorized to transfer and such transfer includes residence transaction.
Your agency must determine if you may use a relocation services company.
You may use a relocation services company if you:
(a) Meet all conditions required for you to be eligible for an allowance contained in this chapter for which a service provided by the relocation services company would serve as a substitute, and you are authorized to use a specific relocation service provided by the company as a substitute;
(b) Have signed a service agreement; and
(c) Meet any specific conditions your agency has established.
Your agency will pay the relocation services company's fees/expenses for the services you are authorized to use. If your agency pays the relocation services company for actual expenses the company incurs on your behalf, payment to the company is limited to what you would have received under the direct reimbursement provisions of this chapter.
No, if you use a contracted-for relocation service that is a substitute for reimbursable relocation allowance, you will not be reimbursed for the relocation as well.
If you use a relocation services company to ship HHG in excess of the maximum weight allowance, your agency will pay the portion of the fee attributable to 18,000 pounds net weight. You must pay the rest.
If you use a relocation services company to sell or purchase a residence for which you and/or a member(s) of your immediate family do not have full title, your agency will pay the portion of the relocation services company's fee attributable to your pro rata share of the residence, in accordance with § 302-11.103 of this chapter. You must pay any portion of the fee attributable to other than your pro rata share of the residence.
No, if your agency authorizes you to enter a homesale program, your agency must give you the option to accept or reject an offer from the relocation services company.
You may incur income taxes on relocation services provided by a relocation services company and paid for by your agency. Section 82 of the Internal Revenue Code states there shall be included in gross income (as compensation for services) any amount received or accrued, directly or indirectly, by an individual as a payment for or reimbursement of expenses of moving from one residence to another residence which is attributable to employment. You will receive a relocation income tax (RIT) allowance if your agency determines that such expenses are taxable. The Government does not assume responsibility for payment of your taxes, however, and you may wish to consult a tax professional on income tax reporting.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
“Relocation services” are services provided by a private company under a contract with an agency to assist a transferred employee in relocating to the new official station. Examples include homesale programs, home marketing assistance, home finding assistance, and property management services.
Yes, you may enter into a contract with a relocation services company for
You may pay for contracted relocation services that are substitutes for reimbursable relocation allowances authorized throughout this chapter. For example, you may pay for homesale services as a substitute for residence sale expenses, or household goods management services as a substitute for transportation of household goods.
Yes, you may separately contract for each type of relocation service or you may combine several types of relocation services in a single contract.
The purpose of contracting for relocation services is to improve the treatment of employees who are directed to relocate to facilitate the retention of a well-qualified workforce.
You must balance the positive effects that availability of relocation services has on employee mobility and morale with any increased costs your agency may experience as a result of providing relocation services.
When offering your employees the services of a relocation services company, you must establish policies governing:
(a) The conditions under which you will authorize an employee to use a relocation services company;
(b) Which employees you will allow to use a relocation services company;
(c) What relocation services you will offer an employee; and
(d) Who will determine in each case if an employee may use a relocation services company and what services will be offered.
You must follow the rules contained in the Federal Acquisition Regulations (FAR) (48 CFR) and/or other procurement regulations applicable to your agency.
Amounts you pay to a relocation services company on behalf of an employee may be taxable to the employee. In some cases, such as certain homesale programs, the amounts may not be taxable. You must determine the taxability of such payments, and pay a relocation income tax (RIT) allowance in accordance with part 302-17 of this chapter on payments you determine to be taxable to the employee. You may contact the: Assistant Chief Counsel (Income Tax & Accounting), Internal Revenue Service, 1111 Constitution Avenue, NW., Room 5501, Washington, DC 20224, for information on the income tax consequences of payments you make to a relocation services company.
You must consider the following factors in deciding whether to use the fixed-fee or cost-reimbursable contracting method:
(a)
(b)
(c)
No, you may not take title to an employee's residence except as specifically provided by statute. The statutes which form the basis for the provisions of this part do not provide such authority.
Yes, if a home exceeding the maximum value above which you will not pay is sold under your homesale program, the employee will be responsible for any additional costs. You must establish a maximum amount commensurate with your agency's experience. You may consider, among other factors, budgetary constraints, the value range of homes in areas where you have offices, and the value range of homes previously entered in your program.
No, under a home sale program, you may not pay an employee for losses he/she incurs on the sale of a residence, but this does not preclude you reimbursing a relocation service's company for losses incurred while the contractor holds the property.
No, under a homesale program, you may not direct the relocation services company to pay an employee more than the fair market value (as determined by the residence appraisal process) of his/her home.
No, you may not use a relocation services contract to which you are contractually bound to obtain the services of another relocation service provider or to circumvent the travel and transportation expense payment system contract if you are a user of that contract.
5 U.S.C. 5756.
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.
A “homesale program” is a program offered by an agency through a contractual arrangement with a relocation services company. The relocation services company purchases a transferred employee's residence at fair market (appraised) value and then independently markets and sells the residence.
The purpose of a home marketing incentive payment is to reduce the Government's relocation costs by encouraging transferred employees to participate in their employing agency's homesale program to independently and aggressively market, and find a bona fide buyer for their residence. This significantly reduces the fees/expenses their agencies must pay to relocation services companies and effectively lowers the cost of such programs.
Yes, you are eligible to receive a home marketing incentive payment if you are an employee who is authorized to transfer and you otherwise meet requirements for sale of your residence at Government expense.
No, your agency determines when it is in the Government's interest to offer you a home marketing incentive.
You will receive a home marketing incentive payment when:
(a) You enter your residence in your agency's homesale program;
(b) You independently and aggressively market your residence;
(c) You find a bona fide buyer for your residence as a result of your independent marketing efforts;
(d) You transfer the residence to the relocation services company;
(e) Your agency pays a reduced fee/expenses to the relocation services company as a result of your independent marketing efforts;
(f) You meet any additional conditions your agency has established, including but not limited to, mandatory marketing periods, list price guidelines, closing requirements, and residence value caps; and
(g) Your agency has established a home marketing incentive program.
Your agency will determine the amount of your home marketing incentive payment. The incentive payment, however, may not exceed the lesser of:
(a) Five percent of the price the relocation services company paid when it purchased the residence from you; or
(b) The savings your agency realized from the reduced fee/expenses it paid as a result of you finding a bona fide buyer.
Yes, the home marketing incentive payment is considered income. Consequently, you will be taxed, and your agency will withhold income and employment taxes, on the home marketing incentive payment. You will
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
Your goal in using an incentive payment program is to reduce your overall relocation costs. You must not make a home marketing incentive payment that exceeds the savings you realize from the reduced fees/expenses you pay the relocation services company.
You must establish policies to govern:
(a) The conditions under which you will authorize a home marketing incentive payment for an employee;
(b) The amount of the home marketing incentive payment(s) you will offer (or) the method you will use to compute your home marketing incentive payments); and
(c) Who will determine in each case whether a home marketing incentive payment is authorized.
In determining whether to establish a home marketing incentive payment program, you should consider:
(a) Whether the program will increase the percentage of residences sold for which employees find a bona fide buyer. You should establish a benchmark for the percentage of residences for which you expect employees to find a bona fide buyer resulting in lower homesale costs to you. If your historical percentage of employee-generated sales is below your benchmark, a home marketing incentive payment program may benefit you; and
(b) The expected net savings from a home marketing incentive payment program.
In determining the amount of a home marketing incentive payment, you should consider the:
(a) Amount of savings from reduced fee/expenses paid to the relocation services company. The home marketing incentive payment program is intended to reduce your relocation costs. The amount of each home marketing incentive payment you make, therefore, must not exceed the savings you realize from the reduced fee you pay to the relocation services company; and
(b) Employee's efforts in marketing the residence. The purpose of a home marketing incentive payment program is to encourage a transferred employee who participates in a homesale program to independently and aggressively market his/her residence and find a bona fide buyer.
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747, 3 CFR, 1971-1975 Comp., p. 586.
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.
“Property management services” are programs provided by private companies for a fee, which help an employee to manage his/her residence at the old official station as a rental property. These services typically include, but are not limited to, obtaining a tenant, negotiating the lease, inspecting the property regularly, managing repairs and maintenance, enforcing lease terms, collecting the rent, paying the mortgage and other carrying expenses from rental proceeds and/or funds of the employee, and accounting for the transactions and providing periodic reports to the employee.
The purpose of the allowance for property management services is reduce overall Government relocation costs when used instead of sale of the employee's residence at Government expense. When authorized in connection with an employee's transfer to a foreign area post of duty, relieve the employee of the costs of maintaining a home in the United States while stationed at a foreign area post of duty.
Yes, you are eligbile for payment for property management services when:
(a) You transfer in the interest of the Government; and
(b) You and/or a member(s) of your immediate family hold(s) title to a residence which you are eligible to sell at Government expense under part 302-11 or part 302-12 of this chapter.
New appointees, employees assigned under the Government Employees Training Act (5 U.S.C. 4109), and employees transferring wholly outside the United States are not eligible for payment for property management services. However, relocations wholly outside the United States do not affect previously authorized property management services as long as the employee continues to meet the requirements of § 302-15.6 and any other conditions established by the agency.
No, your agency is not required to authorize payment for property management services. However, your agency determines:
(a) When you meet the conditions set forth in § 302-15.3;
(b) When to authorize payment for these services; and
(c) What procedures you must follow when it authorizes such payment.
(a) For a relocation to an official station in the United States, your agency may authorize payment under this part when:
(1) You are being returned from a foreign area post of duty to a different official station than the one from which you were transferred for your foreign tour of duty;
(2) Your agency has determined that property management services is more advantageous and cost effective for the Government than having to sell your residence;
(3) You have signed a service agreements; and
(4) You meet any additional conditions that your agency has established.
(b) For relocations to official stations outside the United States, your agency will authorize payment under this part when you meet conditions set forth in paragraphs (a)(3) and (4) of this section.
Under this part, payment may be authorized only for your residence at the last official station in the United States from which you transferred.
You are not obligated to use your authorized property management services allowance. You have the option of choosing to sell your residence at Government expense or to use the property management services allowance.
No, you are not required to repay any property management expenses paid by your agency if you elect to sell your former residence in the United States when transferred from your post of duty to an official station in the United States. The authority for your agency to pay for property management services under this part when you are transferred to a foreign post of duty arises from your transfer to the foreign post of duty. It is separate from, and in addition to, the authority to sell your residence at Government expense when you are transferred to an official station in the United States other than the official station from which you were transferred to the foreign post of duty.
Your agency may pay:
(a) For transfers within the United States for a period not to exceed 2 years from your effective date of transfer, with up to a 2-year extension, under the same conditions required in § 302-11.21 of this chapter; or
(b) From the time you transfer to a foreign area post of duty until you:
(1) Transfer back to an official station in the United States; or
(2) Complete a service agreement at your post of duty and remain there, but do not sign a new service agreement; or
(3) Separate from Government service.
Yes, you may change your selection from receiving property management expenses to selling your residence at Government expense provided:
(a) Your agency allows you to change your election of payment from property management expenses to the sale of your residence at Government expense; and
(b) Payment for sale of your residence at Government expense is offset in accordance with your agency's policy established under § 302-15.70(d).
You must sign a new service agreement (see § 302-2.13 of this chapter) to continue to this benefit.
When your agency pays for your property management services, you will be taxed on the amount of expenses your agency pays for property management services whether it reimburses you directly or whether it pays a relocation service company to manage your residence. Your agency must pay you a relocation income tax (RIT) allowance for the additional Federal, State and local income taxes you incur on property management expenses it reimburses you or pays on your behalf.
You may wish to consult with a tax advisor to determine whether you will incur any additional tax liability, unrelated to your agency's payment of your property management expenses, as a result of maintaining your residence as a rental property.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
You must establish policies and procedures governing:
(a) When you will authorize payment for property management services for an employee who transfers in the interest of the Government;
(b) Who will determine, for relocations to official stations in the United States, whether payment for property management services is more advantageous and cost effective than sale of an employee's residence at Government expense;
(c) If and when you will allow an employee who was offered and accepted payment for property management services to change his/her mind and elect instead to sell his/her residence at Government expense in accordance with paragraph (d) of this section; and
(d) How you will offset expenses you have paid for property management services against payable expenses for sale of the employee's residence when an eligible employee who elected payment for property management services later changes his/her mind and elects instead to sell his/her residence at Government expense.
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747, 3 CFR 1971-1973 Comp., p.586.
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.
(a) Miscellaneous expenses are costs associated with:
(1) Discontinuing your residence at your old official station, and/or
(2) Establishing a residence at your new official station.
(b) Expenses allowable under paragraphs(a)(1) or (a)(2) of this section include, but are not limited to the following:
The miscellaneous expenses allowance (MEA) is to help defray some of the costs incurred due to relocating. The MEA is related to expenses that are common to living quarters, furnishings, household appliances, and to other general types of costs inherent in relocation of a place of residence. (See part 302-10 of this chapter for specific costs normally associated with relocation of a mobile home dwelling that are covered under transportation expenses.)
See the following table for eligibility of MEA:
Yes, if you meet the applicable eligibility conditions in § 302-16.3, your agency must authorize payment of a MEA.
You will be reimbursed your MEA in accordance with your agency's internal travel policy.
No, your agency must not authorize an advance of funds for MEA.
The following amounts will be paid for miscellaneous expenses without support or documentation of expenses:
(a) Either $500 or the equivalent of one week's basic gross pay, whichever is the lesser amount, if you have no immediate family relocating with you; or
(b) $1,000 or the equivalent of two weeks' basic gross pay, whichever is the lesser amount, if you have immediate family members relocating with you.
Yes, you may claim an amount in excess of that prescribed in § 302-16.12 if authorized by your agency; and
(a) Supported by acceptable statements of fact, paid bills or other acceptable evidence justifying the amounts claimed; and
(b) The aggregate amount does not exceed your basic gross pay (at the time you reported for duty, at your new official station) for:
(1) One week if you are relocating without an immediate family; or
(2) Two weeks if you are relocating with an immediate family.
The amount authorized cannot exceed the maximum rate of grade GS-13 provided in 5 U.S.C. 5332 at the time you reported for duty at your new official station.
You must show documentation of your miscellaneous expenses only when an amount exceeds that prescribed in § 302-16.101.
You must exercise the same care in incurring expenses that a prudent person would exercise if relocating at personal expense.
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
For MEAs, you must establish policies and procedures governing:
(a) Who will determine whether payment for an amount in excess of the flat MEA is appropriate; and
(b) How you will pay a MEA in accordance with §§ 302-16.3 and 302-16.4.
You should limit payment of miscellaneous expenses to only those expenses that are necessary.
Yes, a MEA cannot be used to reimburse:
(a) Costs or expenses incurred which exceed maximums provided by statute or in this subtitle;
(b) Costs or expenses incurred but which are disallowed elsewhere in this subtitle;
(c) Costs reimbursed under other provisions of law or regulations;
(d) Costs or expenses incurred for reasons of personal taste or preference and not required because of the move;
(e) Losses covered by insurance;
(f) Fines or other penalties imposed upon the employee or members of his/her immediate family;
(g) Judgements, court costs, and similar expenses growing out of civil actions; or
(h) Any other expenses brought about by circumstances, factors, or actions in which the move to a new duty station was not the proximate cause.
Examples of costs which are not reimbursable from this allowance are:
(a) Losses in selling or buying real and personal property and cost related to such transactions;
(b) Cost of additional insurance on household goods while in transit to the new official station or cost of loss or damage to such property;
(c) Additional costs of moving household goods caused by exceeding the maximum weight limitation;
(d) Costs of newly acquired items, such as the purchase or installation cost of new rugs or draperies;
(e) Higher income, real estate, sales, or other taxes as the result of establishing residence in the new locality;
(f) Fines imposed for traffic infractions while en route to the new official station locality;
(g) Accident insurance premiums or liability costs incurred in connection with travel to the new official station locality, or any other liability imposed upon the employee for uninsured damages caused by accidents for which he/she or a member of his/her immediate family is held responsible;
(h) Losses as the result of sale or disposal of items of personal property not considered convenient or practicable to move;
(i) Damage or loss of clothing, luggage, or other personal effects while traveling to the new official station locality;
(j) Subsistence, transportation, or mileage expenses in excess of the amounts reimbursed as per diem or other allowances under this regulation;
(k) Medical expenses due to illness or injuries while en route to the new official station or while living in temporary quarters at Government expense under the provisions of this chapter; or
(l) Costs incurred in connections with structural alterations (remodeling or modernizing of living quarters, garages or other buildings to accommodate privately-owned automobiles, appliances or equipment; or the cost of replacing or repairing worn-out or defective appliances, or equipment shipped to the new location).
5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 36 FR 13747, 3 CFR, 1971-1975 Comp., p. 586.
Payment of a relocation income tax (RIT) allowance is authorized to reimburse eligible transferred employees for substantially all of the additional Federal, State, and local income taxes incurred by the employee, or by the employee and spouse if a joint tax return is filed, as a result of certain travel and transportation expense and relocation allowances which are furnished in kind, or for which reimbursement or an allowance is provided by the Government. Payment of the RIT allowance also is authorized for income taxes paid to the Commonwealth of Puerto Rico, the Commonwealth of the Northern Mariana Islands, and the U.S. possessions in accordance with a decision of the Comptroller General of the United States (67 Comp. Gen. 135 (1987)). The RIT allowance shall be calculated and paid as provided in this part.
(a)
(b)
(1) New appointees;
(2) Employees assigned under the Government Employees Training Act (see 5 U.S.C. 4109); or
(3) Employees returning from overseas assignments for the purpose of separation.
The RIT allowance is limited by law as to the types of moving expenses that can be covered. The law authorizes reimbursement of additional income taxes resulting from certain moving expenses furnished in kind or for which reimbursement or an allowance is provided to the transferred employee by the Government. However, such moving expenses are covered by the RIT allowance only to the extent that they are actually paid or incurred, and are not allowable as a moving expense deduction for tax purposes. The types of expenses or allowances listed in paragraphs (a) through (i) of this section, are covered by the RIT allowance within the limitations discussed.
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(1)
(2)
See reference shown in parentheses for reimbursement provisions for each allowance listed in paragraphs (a) through (i) of this section. See section 217 of the Internal Revenue Code (IRC) and Internal Revenue Service (IRS) Publication 521 entitled “Moving Expenses” and appropriate State and local tax authority publications for additional information on the taxability of moving expense reimbursements and the allowable tax deductions for moving expenses.
The provisions of this part are not applicable to the following:
(a) Any tax liability that may result from payments by the Government to relocation companies on behalf of employees transferred on or after November 14, 1983, through October 11, 1984, other than the payments for those expenses specified in § 302-17.3(i)(1).
(b) Any tax liability incurred for local income taxes other than city income tax as a result of moving expense reimbursements for employees transferred on or after November 14, 1983, through October 11, 1984. (See definition in § 302-17.5(b).)
(c) Any tax liability resulting from reimbursed expenses for any extended storage of household goods except as specifically provided for in § 302-17.3(c).
(d) Any tax liability resulting from paid or reimbursed expenses for shipment of a privately owned automobile.
(e) Any tax liability resulting from an excess of reimbursed amounts over the actual expense paid or incurred. For instance, if an employee's reimbursement for the movement of household goods is based on the commuted rate schedule and his/her actual moving expenses are less than the reimbursement, the tax liability resulting from the difference is not covered by the RIT allowance. (See § 302-17.8(c)(2)(i).)
(f) Any tax liability resulting from an employee's decision not to deduct moving expenses for which a tax deduction is allowable under the Internal Revenue Code or appropriate State and local tax codes. (See §§ 302-17.8(b)(1) and 302-17.8(c)(2).)
(g) Any tax liability resulting from the payment of recruitment, retention, or relocation bonuses authorized by the Office of Personnel Management pursuant to 5 U.S.C. 5753 and 5754, or any other provisions which allow relocation payments that are not reimbursements for travel, transportation, and other expenses incurred in relocation.
For purposes of this part, the following definitions will apply:
(a)
(b)
(1)
(2)
(c)
(d)
(e)
(f)
(1) Generally, Year 2 will be the calendar year immediately following Year 1 and in which the employee files a tax
(2) The RIT allowance is calculated in Year 2 and paid to cover the additional tax liability (resulting from moving expense reimbursements received in Year 1) not covered by the WTA paid in Year 1. If an employee's covered taxable reimbursements are spread over more than one year, he/she will have more than one Year 2.
(g)
(h)
(i)
(j)
(k)
(l)
(m)
(n)
(o)
(p)
(a) This regulation sets forth procedures for the computation and payment of the RIT allowance and defines agency and employee responsibilities. This part does not require changes to those internal fiscal procedures established by the individual agencies pursuant to IRS regulations, or the Treasury Financial Manual, provided that the intent of the statute authorizing the RIT allowance and this part are not disturbed.
(b) The total amount reimbursed or paid to the employee, or on his/her behalf, for travel, transportation, and other relocation expenses and allowances is includable in the employee's gross income pursuant to the IRC and certain State or local government tax codes. Some moving expenses for which reimbursements are received may be deducted from income by the employee as moving expense deductions, subject to certain limitations prescribed by the IRS or pertinent State or local tax authorities. Reimbursements for nondeductible moving expenses are subject to income tax. (See IRS Publication 521 entitled “Moving Expenses” and the appropriate State and local tax codes for detailed information.)
(c) Usually, if the employee is reimbursed for nondeductible moving expenses, the amount of these reimbursements is subject to withholding of Federal income tax in accordance with IRS regulations at the time of reimbursement. Under existing fiscal procedures, the amount of the employee's withholding obligation is usually deducted either from reimbursements for the moving expenses at the time of reimbursement or from the employee's salary. (See Treasury Financial Manual.)
(d) Payment of a WTA established herein will offset deductions for the Federal income tax withholding on moving expense reimbursements, and on the WTA itself, from the employee's moving expense reimbursements or from salary.
(e) The total amount of the RIT allowance can be computed after the end of Year 1 as soon as the earned income level, income tax filing status, total covered taxable reimbursements, and the applicable marginal tax rates can be determined. Employee claims for the RIT allowance should be submitted in accordance with this part and the employing agency's procedures.
(f) Procedures are prescribed in §§ 302-17.7 and 302-17.8 for computation and payment of the WTA and the RIT allowance. These procedures are built on existing fiscal procedures and IRS regulations regarding reporting of employee income from reimbursements and withholding of taxes on supplemental wages.
(a)
(b)
(c)
(d)
(e)
(2) The employee shall be required to agree in writing to repay any excess amount paid to him/her in Year 1 (see §§ 302-17.8(f)(5) and 302-17.9(b)(3)), and submit the required certified tax information and claim for his/her RIT allowance within a reasonable length of time (as determined by the agency) after the close of Year 1. Failure of the employee to comply with this requirement will preclude the agency's payment of the WTA. The entire WTA will be considered an excess payment if the RIT allowance claim is not submitted in a timely manner to settle the RIT allowance account.
(f)
(g)
(a)
(b)
(i) The employee will claim allowable moving expense deductions for the same tax year in which the corresponding moving expense reimbursements are included in income;
(ii) Changes to the IRC, applicable to the 1987 and subsequent tax years, require that allowable moving expense deductions must be taken as an itemized deduction from gross income rather than as an adjustment to gross income as in previous tax years. It is assumed that employees will receive the benefit of allowable moving expense deductions to offset income either by itemizing their moving expense deductions or through the increased standard deductions.
(iii) Prior to the Tax Reform Act of 1986, it was assumed that the employee's (and spouse's, if a joint return is filed) earned income, filing status, and CMTR determined for Year 1 (and used in determining the RIT allowance in Year 2) would remain the same or would not be substantially different in the second and subsequent tax years. However, the Tax Reform Act of 1986 substantially changed the Federal tax structure making it necessary to compute a separate CMTR for Year 1 and for Year 2. (See paragraph (e) of this section.) The formula for calculating the RIT allowance to be paid in 1988 and subsequent years is shown in paragraph (f) of this section. It is assumed that within the accuracy of the calculation, the State and local tax rates for Year 1 and Year 2 will remain the same or will not be substantially different. Therefore, the State and local tax rates for Year 1 shall be used in calculating the CMTR for Year 2.
(2) The prescribed procedures, which yield an estimate of an employee's additional tax liability due to moving expense reimbursements, are to be used uniformly. They are not to be adjusted to accommodate an employee's unique circumstance which may differ from the assumed circumstances stated in paragraph (b)(1) of this section.
(3) An adjustment of the RIT allowance paid in Year 2 for the covered taxable reimbursements received in Year 1 is required if the tax information certified to on the RIT allowance claim is different than that shown on the actual Federal tax return filed with IRS for
(c)
(2) For purposes of calculating the RIT allowance, the following special rules apply to the determination of moving expense deductions to offset moving expense reimbursements reported as income:
(i) The total amount of reimbursement (which was reported as income) for the expenses of en route travel for the employee and family (see § 302-17.3(a)) and transportation (including up to 30 days temporary storage) of household goods (see § 302-17.3(b)) to the new official station shall be used as a moving expense deduction. (See also § 302-17.4(e) and (f).)
(ii) The total amount of reimbursement for a househunting trip, temporary quarters (up to 30 days at new station) and real estate transaction expenses (see § 302-17.3(e), (f), (g), and (i)), up to the maximum allowable deduction under IRS tax regulations, shall be used as a moving expense deduction. For example, an employee and spouse filing a joint return and residing in the same household at the end of the tax year may deduct up to $3,000 for these expenses. (No more than $1,500 of the $3,000 may be claimed for a househunting trip and temporary quarters expenses combined.) If the employee was reimbursed $1,350 for a househunting trip and temporary quarters expenses and $9,000 for real estate expenses, the moving expense deductions would be $1,350 for the househunting trip and temporary quarters expenses and $1,650 for real estate expenses. If the employee's reimbursement was $1,850 for the househunting trip and temporary quarters expenses and $9,000 for real estate expenses, the moving expense deductions would be $1,500 for the househunting trip and temporary quarters expenses and $1,500 for real estate expenses. If the employee had no reimbursement for a househunting trip and temporary quarters, the full $3,000 would be applied to the $9,000 reimbursement for real estate expenses. (See IRS Publication 521, “Moving Expenses,” for these and other maximums which vary by situation and filing status.)
(3) Procedures and examples are provided herein as if all moving expense reimbursements are received in one year with all moving expense deductions applied in that same year to arrive at the covered taxable reimbursements. However, when reimbursements span more than one year, the amount of covered taxable reimbursements must be determined separately for each reimbursement year (Year 1). The maximum moving expense deductions apply to the entire move. Under IRS tax regulations, the employee has some discretion as to when he/she claims these deductions (e.g., in the year of the move when the expense was paid or in the year of reimbursement, if these actions do not occur in the same year). However, for purposes of the RIT allowance procedures, the moving expense deductions will be applied in the year that the corresponding reimbursement is made. For example, if an employee incurred and was reimbursed $1,000 for a househunting trip and temporary quarters in 1989 and an additional $1,000 for temporary quarters in 1990, this employee, according to his/her particular
(4) Although the WTA amount is included in income (see § 302-17.7), it shall not be included in the amount of covered taxable reimbursements. Under the procedures and formulas established herein, the proper amount of the RIT allowance is calculated using the RIT gross-up formula with the WTA and any prior RIT allowance payments excluded from covered taxable reimbursements.
(5) Agencies are cautioned that there may be moving expenses reimbursed to the employee that are not covered by the RIT allowance. (See exclusions in § 302-17.4; also see discussion in § 302-17.7 regarding covered taxable reimbursements versus nondeductible expenses.)
(d)
(e)
(1)
(2)
(ii) The lowest income bracket shown in the State tax tables located at
(iii) The prescribed State marginal tax rates generally are expressed as a percent of taxable income. However, if the applicable State marginal tax rate is stated as a percentage of the Federal income tax liability, the State tax rate must be converted to a percent of taxable income to be used in the CMTR formulas in paragraph (e)(5) of this section. This is accomplished by multiplying the applicable Federal tax rate for Year 1 by the applicable State tax rate. For example, if the Federal tax rate is 33 percent for Year 1 and the State tax rate is 25 percent of the Federal income tax liability, the State tax rate stated as a percent of taxable income would be 8.25 percent. The State tax rate thus determined for Year 1 will be used in determining the CMTR for both Year 1 and Year 2.
(iv) An employee may incur a State income tax liability on moving expense reimbursements in more than one State at the same or different marginal tax rates (
(A) If two or more States impose an income tax on an employee's moving expense reimbursement, but no two States tax the same portion of the reimbursement, then the reimbursement is not subject to double taxation. In this situation, the average of the applicable State marginal tax rates, as determined under paragraphs (e)(2) (i) through (iii) of this section, shall be treated as being imposed on the entire reimbursement, and shall be used in the CMTR formula.
(B) If two or more States impose an income tax on the moving expense reimbursement, and more than one State taxes the same portion of the reimbursement, but those States allow an adjustment or credit for income taxes paid to the other State(s), then the reimbursement is not subject to double taxation. In this situation, the highest of the applicable State marginal tax rates, as determined under paragraphs (e)(2) (i) through (iii) of this section, shall be used in the CMTR formula.
(C) If two or more States impose an income tax on the moving expense reimbursement, and more than one State taxes the same portion of the reimbursement without allowing an adjustment or credit for income taxes paid to the other, then the reimbursement is subject to double taxation. In this situation, the sum of the applicable State marginal tax rates, as determined under paragraphs (e)(2) (i) through (iii) of this section, shall be used in the CMTR formula.
(3)
(i) If the employee incurs an additional local income tax (see definition § 302-17.5(b)) liability as a result of moving expense reimbursements, he/she shall certify to such fact when claiming the RIT allowance (see certification statement in § 302-17.10) by specifying the name of the locality imposing the income tax and the applicable marginal tax rate determined from the actual marginal tax rate table or schedule prescribed by the taxing locality. The marginal tax rate shall be the one applicable to the taxable income portion of the amount of earned income determined under paragraph (d) of this section for the employee (and spouse, if filing jointly). The same tax rate shall be used in calculating the CMTR for both Year 1 and Year 2. The employing agency shall establish procedures to determine whether the employee-certified local marginal tax rate is appropriate for the employee's income level and filing status and approve its use in the CMTR formulas. (See also § 302-17.10(b)(2).)
(ii) If the local marginal tax rate is stated as a percentage of Federal or State income tax liability, such rate must be converted to a percent of taxable income for use in the CMTR formulas. This is accomplished by multiplying the applicable Federal or State tax rate for Year 1 as determined in paragraph (e) (1) or (2) of this section by the applicable local tax rate. For example, if the State tax rate for Year 1 is 6 percent and the local tax rate is 50 percent of State income tax liability, the local tax rate stated as a percentage of taxable income would be 3 percent. The local tax rate thus determined for Year 1 will be used in determining the CMTR for both Year 1 and Year 2.
(iii) The situations described in paragraph (e)(2)(iv) of this section with respect to State income taxes may also be encountered with local income taxes. If such situations do occur, the rules prescribed for determining the single State marginal tax rate shall also be applied to determine the single local marginal tax rate for use in the CMTR formulas.
(4)
(A) The applicable Puerto Rico marginal tax rate shall be determined by using the income level determined in paragraph (d) of this section for Federal taxes and the employee's filing status. The Puerto Rico marginal tax
(B) If the applicable Puerto Rico marginal tax rate is higher than the applicable Federal marginal tax rate, then the total amount of taxes paid by the employee to both jurisdictions is equal to the employee's total income tax liability to the Commonwealth of Puerto Rico before any credit is given for taxes paid to the United States. The Federal marginal tax rate, therefore, is of no consequence and will be disregarded. In such cases, the formula in paragraph (e)(5)(iii) of this section will be used to compute the CMTR. The CMTR formula shall include only the Puerto Rico marginal tax rate, the State marginal tax rate as determined under paragraph (e)(2) of this section (when applicable), and the local marginal tax rate as determined under paragraph (e)(3) of this section. For purposes of applying the Puerto Rico CMTR formula in paragraph (e)(5)(iii) of this section, the State marginal tax rate will be applicable if both Puerto Rico and one or more of the States impose an income tax on the moving expense reimbursement, and more than one of these entities taxes the same portion of the reimbursement without allowing an adjustment or credit for income taxes paid to the other. In this situation, the S component of the CMTR formula will be the applicable State marginal tax rate as determined under paragraph (e)(2) of this section.
(C) If the applicable Puerto Rico marginal tax rate is equal to or lower than the applicable Federal marginal tax rate, then the total amount of taxes paid by the employee to both jurisdictions is equal to the employee's total Federal income tax liability. The Puerto Rico marginal tax rate, therefore, is of no consequence in such cases and will be disregarded. The CMTR will be computed using the formula in paragraphs (e)(5) (i) and (ii) of this section. This formula will include the Federal marginal tax rate as determined under paragraph (e)(1) of this section, the State marginal tax rate as determined under paragraph (e)(2) of this section (when applicable), and the local marginal tax rate as determined under paragraph (e)(3) of this section. The State marginal tax rate will be applicable if one or more States impose tax on the moving expense reimbursement.
(ii)
(5)
(i)
(A)
(B)
(C)
(ii)
(iii)
(f)
(1) The RIT allowance is calculated by substituting the amount of covered taxable reimbursements for Year 1, the CMTR's for Year 1 and Year 2, and the total amount of the WTA's paid in Year 1 into the gross-up formula as follows:
(2) There may be instances when a WTA was not paid in Year 1 at the time moving expense reimbursements were made. In cases where there is no WTA to be deducted, the value of “Y” is zero and the formula stated in paragraph (f)(1) of this section, for calculating the amount of the RIT allowance (Z) due the employee in Year 2 may be solved as shown in the following example:
(3) Certain States do not allow the deduction of all or part of the covered moving expenses that are deductible for Federal income tax purposes. The State gross-up to cover the additional State income tax liability resulting from the covered moving expense reimbursements received in Year 1 that are deductible for Federal income tax purposes but not for State income tax purposes is calculated in Year 2 as follows:
(i) The State gross-up is calculated by substituting the amount of covered moving expense reimbursements that are deductible for Federal income tax purposes but not for State income tax purposes, the Federal tax rate for Year 1, the State tax rate for Year 1, and the combined marginal tax rate for Year 2 into the State gross-up formula as follows:
(ii) Add the State gross-up to the RIT allowance as calculated using the formula in paragraph (f)(1) of this section. The result is the RIT allowance adjusted for those States that do not allow moving expense deductions. Example:
(4) If the amount of the RIT allowance is greater than zero, it is payable to the employee on the travel voucher as a relocation or moving expense allowance. The RIT allowance amount is included in the employee's gross income for Year 2 and, therefore, subject to appropriate withholding taxes. (See net payment to employee in paragraph (g) of this section.) The RIT allowance amount will be reported on IRS Form
(5) If the calculation of the RIT allowance results in a negative amount, the employee is obligated to repay this amount as a debt due the Government. (See §§ 302-17.7(e)(2) and 302-17.9(b).)
(6) Any changes to the employee's income level or filing status for Year 1 that would affect the marginal tax rates (Federal, State, or local) used in calculating the RIT allowance must be reported to the agency by the employee as provided in § 302-17.9(b)(2). (See also § 302-17.10 for certified statement regarding these changes.)
(g)
(a)
(b)
(2) If any action occurs (
(3) If the calculation of the RIT allowance results in a negative amount, the employee is obligated to repay this amount as a debt due the Government. (See §§ 302-17.7(e)(2) and 302-17.8(f)(5).)
(a)
I certify that the following information, which is to be used in calculating the RIT allowance to which I am entitled, has been (or will be) shown on the income tax returns filed (or to be filed) by me (or by my spouse and me) with the applicable Federal, State, and local (specify which) tax authorities for the 19__ tax year.
—Gross compensation as shown on attached IRS Form(s) W-2 and, if applicable, net earnings (or loss) from self-employment income shown on attached Schedule SE (Form 1040):
The above information is true and accurate to the best of my knowledge. I (we) agree to notify the appropriate agency official of any changes to the above (
I (we) further agree that if the 12-month service agreement required by 41 CFR 302-2.13 is violated, the total amount of the RIT allowance will become a debt due the United States Government and will be repaid according to agency procedures.
(b)
(1) Copies of the appropriate IRS Forms W-2 and, if applicable, the completed IRS Schedule SE (Form 1040) shall be attached to the voucher to substantiate the income amounts shown in the certified statement. Employee (and spouse, if filing jointly) must agree to provide additional documentation to verify income amounts, filing status, and State and local income tax obligations if requested by the agency.
(2) In order to determine or verify whether a particular State or local tax authority imposes a tax on moving expense reimbursements, it is incumbent upon the appropriate agency officials to become familiar with the State and local tax laws that affect their transferring employees. In cases where the taxability of moving expense reimbursements is not clear, an agency may pay a RIT allowance which reflects only those State and local tax obligations that are clearly imposed under State and local tax law. Once the questionable State or local tax obligations are resolved, agencies may recompute the RIT allowance and make appropriate payment adjustments.
(c)
In the event the employee violates the terms of the service agreement required under § 302-2.13, no part of the RIT allowance or the WTA will be paid, and any amounts paid prior to such violation shall be a debt due the United States until they are repaid by the employee.
No advance of funds is authorized in connection with the allowance provided in this part.
The following references or publications have been used as source material for this part.
(a) Internal Revenue Code (IRC), section 164(a)(3) (26 U.S.C. 164(a)(3)) pertaining to the deductibility of State and local income taxes, and section 217 (26 U.S.C. 217), pertaining to moving expenses.
(b) Internal Revenue Service Publication 521, “Moving Expenses.”
(c) Internal Revenue Service, Circular E, “Employer's Tax Guide.”
(d) Department of the Treasury Financial Manual, TFM 3-5000.
(e) 31 CFR 215.2 (5 U.S.C. 5516, 5517, and 5520).
The annual tax tables for Federal, State, and Puerto Rico needed for calculating RIT allowance are published annually as an FTR Bulletin. These Bulletins are located at
5 U.S.C. 5721-5738; 5741-5742; E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.
When, at the time of death, the employee was:
(a) On official travel; or
(b) Performing official duties outside CONUS; or
(c) Absent from duty as provided in § 303-70.3; or
(d) Reassigned away from his/her home of record under a mandatory mobility agreement.
Yes, provided the requirements in § 303-70.1 are met.
Yes. However, payment cannot exceed the amount allowed if death had occurred at the temporary duty station or at the official station outside CONUS.
No.
When an employee dies from injuries sustained while performing official duty, death-related expenses are payable under the Federal Employees' Compensation Act (FECA), 5 U.S.C. 8134. For further information contact the Department of Labor, Federal Employees' Compensation Division, 200 Constitution Avenue, NW, Washington, DC 20210.
Yes, in accordance with §§ 303-70.600 through 303-70.602.
Yes.
All actual costs including but not limited to:
(a) Preparation of remains:
(1) Embalming or cremation;
(2) Necessary clothing;
(3) A casket or container suitable for shipment to place of burial;
(4) Expenses necessary to comply with local laws at the port of entry in the United States; and
(b) Transportation of remains by common carrier (that is normally used for transportation of remains), hearse, other means, or a combination thereof, from the temporary duty station or official station outside CONUS to the employee's residence, official station, or place of burial, including but not limited to:
(1) Movement from place of death to a mortuary and/or cemetery;
(2) Shipping permits;
(3) Outside case for shipment and sealing of the case if necessary;
(4) Removal to and from the common carrier; and
(5) Ferry fares, bridge tolls, and similar charges.
Costs for an outside case are not authorized for transportation by hearse. Costs for transportation by hearse or other means cannot exceed the cost of common carrier (that is normally used for transportation of remains). Transportation costs to the place of burial cannot exceed the actual cost of transportation to the employee's residence.
Yes, you must pay transportation costs to return the deceased employee's baggage to his/her official duty station or residence. However, you may not pay insurance of or reimbursement for loss or damage to baggage.
Yes. You may only transport government property and the employee's personal property.
Yes. However, your agency head or his/her designated representative must approve the family's election to return to an alternate destination, and the allowable expenses cannot exceed the cost of transportation to the decedent's residence. Travel and transportation must begin within one year from the date of the employee's death. A one-year extension may be granted if requested by the family prior to the expiration of the one-year limit.
Yes, if the immediate family chooses to continue the relocation, you must continue payment of relocation expenses for the immediate family if the immediate family was included on the employee's relocation travel orders. (See § 303-70.305.)
Yes, if the immediate family chooses to continue the relocation, you must continue payment of relocation expenses for the immediate family if the immediate family was included on the employee's relocation travel orders. (See § 303-70.305.)
When the immediate family chooses to continue the relocation, the following expenses must be authorized:
(a) Travel to the new duty station; or
(b) Travel to an alternate destination, selected by the immediate family, not to exceed the remaining constructive cost of travel to the new duty station.
(c) Temporary quarters not to exceed 60 days, to be paid at the per diem rate for an unaccompanied spouse and immediate family.
(d) Shipment of household goods to the new or old duty station, or to an alternate destination selected by the immediate family. However, the cost may not exceed the constructive cost of transportation between the old and the new duty stations.
(e) Storage of household goods not to exceed 90 days.
(f) Reimbursement of real estate expenses incident to the relocation.
(g) Shipment of POV to the new or old duty station, or to an alternate destination, selected by the immediate family. However, the cost may not exceed the constructive cost of transportation between the old and the new duty stations.
Yes, if requested by the employee and when:
(a) Local commercial mortuary facilities or supplies are not available; or
(b) The cost of available mortuary facilities or supplies are prohibitive as determined by your agency head.
The employee must reimburse you for all furnished mortuary facilities and supplies.
Yes, if requested by the employee, payment must be made to transport the remains to the residence of the immediate family member. The employee may elect an alternate destination,
No.
You must furnish transportation if requested by the employee. You must follow the guidelines in § 303-70.401 for transportation expenses. You must furnish mortuary services only if the conditions in § 303-70.400 are met.
Yes.
You should pay:
(a) The person performing the service; or
(b) Reimburse the person who made the original payment.
Travel expenses may be authorized for no more than two persons.
Escort of remains may be authorized when the employee's death occurs:
(a) While in a travel status away from his/her official station in the United States; or
(b) While performing official duties outside the United States or in transit thereto or therefrom.
You may authorize any travel expenses in accordance with chapter 301 of this title that are necessary for the escort of remains to:
(a) The home or official station of the deceased; or
(b) Any other place appropriate for interment as determined by the head of your agency.
31 U.S.C. 1353 and 5 U.S.C. 5707.
Use of pronouns “I”, “you”, and their variants throughout this part refers to the employee.
Under the authority of this part and 31 U.S.C. 1353, you may accept payment of travel expenses from a non-Federal source on behalf of your agency, but not on behalf of yourself, when specifically authorized to do so by your agency and only for official travel to a meeting. Except as provided in § 304-3.13 of this subchapter, your agency must approve acceptance of such payments in advance of your travel.
5 U.S.C. 5707; 31 U.S.C. 1353.
The following definitions apply to this chapter:
(1) An event where the employee will participate as a speaker or panel participant focusing on his/her official duties or on the policies, programs or operations of the agency.
(2) A conference, convention, seminar, symposium or similar event where the primary purpose is to receive training other than promotional vendor training, or to present or exchange substantive information of mutual interest to a number of parties.
(3) An event where the employee will receive an award or honorary degree, which is in recognition of meritorious public service that is related to the employee's official duties, and which may be accepted by the employee consistent with the applicable standards of conduct regulations.
5 U.S.C. 5707; 31 U.S.C. 1353.
Use of pronouns “I”, “you”, and their variants throughout this part refers to the employee.
The purpose of this part is to establish Governmentwide policy and guidance for acceptance by a Federal agency of payment for travel expenses from a non-Federal source for employees to attend meetings. It describes how such payments must be accepted by the agency for travel of agency employee(s) and/or his/her spouse for official Government travel. Except as provided in § 304-3.13 of this part, advance agency approval is required to receive such payments.
Yes, you or your agency may accept such a payment from a non-Federal source, but you may only accept when your agency specifically authorizes such acceptance under the requirements of this part. Except as provided in § 304-3.13 of this part, your agency must approve acceptance of such payment in advance of your travel.
You or your agency may accept payments other than cash from a non-Federal source for all of your official travel expenses to attend a meeting of mutual interest, or any portion of those travel expenses mutually agreed upon between your agency and the non-Federal source. You may not accept payments for travel that is not to attend a meeting under this part. However, you may be able to accept payments under other authorities (see § 304-3.19).
No, you may not solicit payment for travel expenses from a non-Federal source to attend a meeting.
Yes, you or your agency may inform the non-Federal source of your agency's authority to accept payment for travel expenses to attend a meeting.
If you are contacted directly by a non-Federal source offering to pay any part of your travel expenses to attend a meeting, you must inform your agency, so that the authorized agency official can determine whether to accept the payment.
No, if the payment or ticket was paid in full directly by the non-Federal source or reimbursed to your agency by the non-Federal source, the provisions of the Fly America Act do not apply. (See §§ 301-10.131 through 301-10.143 of this title for the regulations implementing the Fly America Act.)
Yes, you may use business-class accommodations if your agency authorizes you to do so in accordance with § 304-5.5 of this chapter.
Generally no. You may not use first-class common carrier accommodations unless you meet one of the criteria for first class travel contained in §§ 301-10.123, 301-10.162 and 301-10.183 of this title and are authorized to do so by your agency in accordance with § 304-5.6 of this chapter.
Generally yes. Subsistence expenses are usually limited to the maximum subsistence allowances (per diem, actual expenses or conference lodging) prescribed in Chapter 301 of this title for travel in CONUS, by the Secretary of Defense for travel in non-foreign areas and by the Secretary of State for travel in foreign areas. However, acceptance of payment for, and when applicable, reimbursement by an agency to an employee and the accompanying spouse of such employee are not subject to the maximum per diem or actual subsistence expense rates when traveling in CONUS or in non-foreign areas under the following conditions:
(a) The non-Federal source pays the full amount of the subsistence expense, as authorized by your agency; and
(b) The subsistence expense paid by the non-Federal source is comparable in value to that offered to or purchased by other meeting attendees; and
(c) Your agency has approved acceptance of payment from the non-Federal source prior to your travel; if your agency has not approved any acceptance from the non-Federal source, you may not exceed the maximum allowances. See § 304-3.13.
The maximum subsistence allowances established by the Secretary of State for travel to foreign areas may not be exceeded.
Yes, you must receive advance approval from your agency before performing travel paid by a non-Federal source to attend a meeting except as provided in § 304-3.13.
(a) If your agency has already authorized acceptance of payment for some of your travel expenses for that meeting from a non-Federal source, then you may accept on behalf of your agency, payment for any of your additional travel expenses from the same non-Federal source as long as—
(1) The expenses paid or provided in kind are comparable in value to those offered to or purchased by other similarly situated meeting attendees; and
(2) Your agency did not decline to accept payment for those particular expenses in advance of your travel.
(b) If your agency did not authorize acceptance of any payment from a non-Federal source prior to your travel, then—
(1) You may accept, on behalf of your agency, payment from a non-Federal source as authorized in this section—
(i) Only the types of travel expenses that are authorized by your travel authorization (
(ii) Only travel expenses that are within the maximum allowances stated on your travel authorization (e.g., if your travel authorization states that you are authorized to incur lodging expenses up to $100 per night, you may not accept payment from the non-Federal source for a $200 per night hotel room);
(2) You must request your agency's authorization for acceptance from the non-Federal source within 7 working days after your trip ends; and
(3) If your agency does not authorize acceptance from the non-Federal source, your agency must either—
(i) Reimburse the non-Federal source for the reasonable approximation of the market value of the benefit provided, not to exceed the maximum allowance stated on your travel authorization; or
(ii) Require you to reimburse the non-Federal source that amount and allow you to claim that amount on your travel claim for the trip.
(c) If you accept payment from a non-Federal source for travel expenses in violation of paragraph (a) or paragraph (b) of this section, you may be subject to the penalties specified in § 304-3.18.
Yes, a non-Federal source may pay for your spouse to accompany you when it is in the interest of and authorized in advance by your agency. All limitations and requirements of this part apply to the acceptance of payment from a non-Federal source for travel expenses and/or agency reimbursement of travel expenses for your accompanying spouse. Your agency may determine that your spouse's presence at an event is in the interest of the agency if your spouse will—
(a) Support the mission of your agency or substantially assist you in carrying out your official duties;
(b) Attend a ceremony at which you will receive an award or honorary degree; or
(c) Participate in substantive programs related to the agency's programs or operations.
Yes. Your agency must submit to the U.S. Office of Government Ethics (OGE) a semiannual report (SF 326) of all payments it accepts under this part. You must be prepared to give your agency the information it needs in order to submit its report.
You must submit a travel claim listing all allowable travel expenses that you incurred which were not paid in kind by a non-Federal source. Do not claim travel expenses that were furnished in kind by a non-Federal source. Your reimbursement is limited to the types of expenses authorized in Chapter 301 of this title or analogous provisions of the Joint Travel Regulations or Foreign Affairs Manual. Reimbursement from your agency for expenses will not in any case exceed the amount of the expenses you incur. Such reimbursement will also adhere to established regulatory limitations except where your agency accepts payments under §§ 304-5.4, 304-5.5 or 304-5.6 of this chapter.
Generally, no. As long as payments you receive from a non-Federal source are made to or on behalf of your agency, you are not required to report them as gifts on any confidential or public disclosure report you are personally required to file pursuant to law or Office of Government Ethics (OGE) regulations (5 CFR part 2634). However, you may be required to report any such payments that you and/or your accompanying spouse receive on your own behalf, rather than on the agency's behalf, pursuant to other reporting requirements (e.g., those required by the Ethics in Government Act of 1978).
The confidential financial disclosure report is OGE Form 450 and the public financial disclosure report is SF 278.
If you accept payment from a non-Federal source in violation of this part—
(a) You may be required, in addition to any other penalty provided by law and applicable regulations, to pay the general fund of the Treasury, an amount equal to any payment you accepted; and
(b) In the case of reimbursement under paragraph (a) of this section, you will not be entitled to any reimbursement from the Government for your travel expenses that the payment was intended to cover.
Yes, you may also accept payment of travel expenses from a non-Federal source under the following authorities, in addition to this part:
(a) Under 5 U.S.C. 4111 for acceptance of contributions, awards, and other payments from tax-exempt entities for non-Government sponsored training or meetings (see regulations issued by the Office of Personnel Management at 5 CFR part 410).
(b) Under 5 U.S.C. 7342 for travel taking place entirely outside the United States which is paid by a foreign government, where acceptance is permitted by your agency and any regulations which may be prescribed by your agency.
(c) Under 5 U.S.C. 7324(b) when payment is for travel to be performed for a partisan rather than an official purpose in accordance with the Hatch Act (5 U.S.C. 7321-7326); or
(d) Pursuant to the applicable standards of ethical conduct regulations concerning personal acceptance of gifts. For example, under 5 CFR 2635.204(e), which authorizes executive branch employees to accept gifts based on outside business employment relationships. (Note: You may also be able to accept attendance at (but not other travel expenses to) a widely attended gathering under 5 CFR 2635.204(g)(2) when the gathering is not a meeting, as defined in this part, and you are not attending in your official capacity.)
5 U.S.C. 5707; 31 U.S.C. 1353.
Use of pronouns “we”, “you”, and their variants throughout this part refers to the agency.
The purpose of this part is to establish Governmentwide policy and guidance for acceptance by a Federal agency of payment for travel expenses from a non-Federal source for employees to attend meetings under 31 U.S.C. 1353. It prescribes how such payments may be accepted.
You may accept payment for travel expenses to events other than meetings from a non-Federal source pursuant to an agency gift statute or similar statutory authority. However, this part 304 is the only authority you may use to accept (or authorize your employee to accept on your behalf) payment for travel expenses from a non-Federal source to attend a meeting. For example, you could not pay the travel expenses for an employee to attend a meeting and then authorize the employee to use the widely attended gathering exception in 5 CFR 2635.204(g)(2) to accept free attendance at that same meeting. You would only be able to accept payment for the employee's attendance at that meeting under this part 304.
Employees may also be able to accept payment for travel expenses from non-Federal sources in their individual capacities under the authorities referenced in § 304-3.19.
5 U.S.C. 5707; 31 U.S.C. 1353.
You may accept payment from a non-Federal source or authorize an employee and/or the employee's spouse to accept payment on your behalf only when-
(a) You have issued the employee (and/or the employee's spouse, when applicable) a travel authorization before the travel begins;
(b) You have determined that the travel is in the interest of the Government;
(c) The travel relates to the employee's official duties; and
(d) The non-Federal source is not disqualified due to a conflict of interest under § 304-5.3.
An official at the highest practical administrative level who can evaluate the requirements in § 304-5.3, must approve acceptance of such payments.
(a) The approving official must not authorize acceptance of the payment if he/she determines that acceptance of the payment under the circumstances would cause a reasonable person with knowledge of all the facts relevant to a particular case to question the integrity of agency programs or operations. The approving official must be guided by all relevant considerations, including but not limited to the—
(1) Identity of the non-Federal source;
(2) Purpose of the meeting;
(3) Identity of other expected participants;
(4) Nature and sensitivity of any matter pending at the agency which may affect the interest of the non-Federal source;
(5) Significance of the employee's role in any such matter; and
(6) Monetary value and character of the travel benefits offered by the non-Federal source.
(b) The agency official may find that, while acceptance from the non-Federal source is permissible, it is in the interest of the agency to qualify acceptance of the offered payment by, for example, authorizing attendance at only a portion of the event or limiting the type or character of benefits that may be accepted.
(a) Generally, yes. Subsistence allowances are usually limited to the maximum subsistence allowances (per diem, actual expense, or conference lodging) prescribed in chapter 301 of this title for travel in CONUS, by the Secretary of Defense for travel in non-foreign areas, and by the Secretary of State for travel in foreign areas. However, the maximum subsistence allowances established by this title and by the Secretary of Defense may be exceeded as long as—
(1) The non-Federal source pays the full amount of the subsistence expenses, at issue; and
(2) The subsistence expense paid by the non-Federal source is comparable in value to that offered to or purchased by meeting attendees.
(b) The maximum subsistence allowances prescribed by the Secretary of State for travel to foreign areas may not be exceeded.
Yes, you may authorize an employee to travel by business-class common carrier accommodations as long as the—
(a) Non-Federal source makes full payment for such transportation services in advance of travel; and
(b) Transportation accommodations furnished are comparable in value to those offered to, or purchased by, other similarly situated meeting attendees.
Generally, no; however, you may authorize an employee to travel by first-class common carrier accommodations if the—
(a) Travel meets at least one of the conditions in §§ 301-10.123, 301-10.162 and 301-10.183 of this title; and
(b) Transportation accommodations furnished are comparable in value to those offered to, or purchased by, other similarly situated meeting attendees.
Yes, you may accept payment from more than one non-Federal source for a single trip, as long as the total of such payments do not exceed the total cost of the trip.
5 U.S.C. 5707; 31 U.S.C. 1353.
No, you may not accept a monetary payment in the form of cash from a non-Federal source. Monetary payment(s) received from a non-Federal source must be in the form of a check or similar instrument made payable to the agency.
If you determine in advance of the employee's travel that payment from a non-Federal source will cover some but not all of the employee's allowable travel and subsistence expenses you should state on the employee's travel authorization that the employee will be reimbursed the difference between the full allowances and the payment from the non-Federal source. See chapter 301 of this Title, 6 Foreign Affairs Manual, Chapter 100, or the Joint Travel Regulations (JTR), Chapter 4, Parts L and Q, as applicable to determine the applicable maximum allowances.
If an employee accepts payment from a non-Federal source in violation of this part—
(a) You may require the employee, in addition to any penalty provided by law and applicable regulations, to pay the general fund of the Treasury, an amount equal to the payment so accepted; and
(b) The employee shall not be entitled to any reimbursement from the Government for such expenses.
Your agency head or designee must submit Standard Form (SF) 326, Semiannual Report of Payments Accepted From a Non-Federal Source (fully completed) to report payments received from non-Federal sources. This applies to all payments that are more than $250 per event for an employee and accompanying spouse. For purposes of the $250 threshold, payments for an employee and accompanying spouse shall be aggregated. If you wish to use a form other than SF 326 to report such payments, you may seek permission to do so by contacting the Office of Government Ethics at United States Office of Government Ethics, 1201 New York Avenue, NW., Suite 500, Washington, DC 20005-3917.
When completing the SF 326—
(a) You must fully complete each block on SF 326 without exception (including payments accepted for an accompanying spouse).
(b) You must also—
(1) Submit the SF 326 no later than May 31 for payments received from the preceding October 1 through March 31;
(2) Submit a SF 326 no later than November 30 for payments received from the preceding April 1 through September 30; and
(c) Submit the SF 326 including negative reports, to: Director of the Office of Government Ethics (OGE), 1201 New York Avenue, NW., Suite 500, Washington, DC 20005-3917.
The following should be used in the determination of the value of payments in kind for reporting on SF 326:
(a) For conference, training, or similar fees waived or paid by a non-Federal source, you must report the amount charged other participants.
(b) For transportation or lodging, you must report the cost that the non-Federal source paid or usually would have been charged for such event.
(c) For meals or other benefits that are not provided as part of the transportation, lodging, or a conference, training or similar fee, you must report the cost to the non-Federal source or provide a reasonable approximation of the market value of the benefit.
(d) For chartered, corporate or other private aircraft—
(1) When common carrier is available, you must report the first-class rate that would have been charged by a commercial air carrier at the time the event took place.
(2) When a common carrier is not available, you must report the cost of chartering a similar aircraft using a commercially available service.
(e) Lodging where no commercial rate is available: You must report the maximum lodging rate established by GSA for CONUS, Department of Defense for non-foreign areas and the Secretary of State for foreign areas. These rates are available on the Internet at the GSA Web site
No. Information that is protected by statute from disclosure to the public should not be reported on the SF 326. However, if you omit otherwise reportable information from the SF 326 because the information may not be disclosed, you must notify OGE unless otherwise prohibited by law and, if requested by the Director of OGE, make the information available for inspection by an OGE employee with the requisite clearance.
Yes, OGE must make any report filed by an agency under this part (that is not protected from disclosure by statute) available for public inspection and
(a) Within 30 days after the applicable due date.
(b) Within 30 days after the date OGE actually receives the report.
No. OGE is responsible for making the information provided by the agencies available to the public. It is each agency's responsibility to file the accurate and complete reports and to make the appropriate conflict of interest analysis.
5 U.S.C. 4111(b); E.O. 11609, 36 FR 13747, 3 CFR, 1971-1975 Comp., p. 586.
The purpose of this subchapter is to provide for reductions in per diem and other travel reimbursement when employees receive contributions, awards and other payments from non-Federal sources for training in non-Government facilities and attendance at meetings under 5 U.S.C. 4111.
This subchapter applies to—
(a) Civilian officers and employees of—
(1) Executive departments as defined in 5 U.S.C. 101;
(2) Independent establishments as defined in 5 U.S.C. 104;
(3) Government corporations subject to chapter 91 of title 31 U.S.C.;
(4) The Library of Congress;
(5) The Government Printing Office (GPO);
(6) The government of the District of Columbia; and
(b) Commissioned officers of the National Oceanic and Atmospheric Administration.
The following, under 5 U.S.C. 4102 and the implementing regulation at 5 CFR 410.101(b), are exempt from this subchapter:
(a) A corporation supervised by the Farm Credit Administration if private interests elect or appoint a member of the board of directors.
(b) The Tennessee Valley Authority.
(c) An individual (except a commissioned officer of the National Oceanic and Atmospheric Administration) who is a member of a uniformed service during a period in which he is entitled to pay under 37 U.S.C. 204.
(d) The U.S. Postal Service, Postal Rate Commission and their employees.
5 U.S.C. 4111(b); E.O. 11609, 36 FR 13747, 3 CFR, 1971-1975 Comp., p. 586.
A donor, for the purpose of this subchapter, is a non-profit charitable organization described by 26 U.S.C. 501(c)(3), that is exempt from taxation under 26 U.S.C. 501(a).
5 U.S.C. 4111(b); E.O. 11609, 36 FR 13747, 3 CFR, 1971-1975 Comp., p. 586.
Use of pronouns “I”, “you”, and their variants throughout this part refers to the agency.
Yes, you may allow an employee to accept contributions and awards pertaining to training and payments incident to attendance at meetings when you specifically authorize them to do so in accordance with OPM guidelines issued under section 401(b) of Executive Order 11348 (see 5 CFR part 410) and section 303(j) of Executive Order 11348 (3 CFR, 1966-1970 Comp., p. 639). The OPM guidelines may be found at 5 CFR 410.501 through 410.503.
No, you may not reimburse an employee for expenses that are fully reimbursed by a donor for training in a non-Government facility, or travel expenses incident to attendance at a meeting.
Yes, you may reimburse an employee for training expenses that are not fully paid by a donor an amount considered sufficient to cover the balance of expenses to the extent authorized by law and regulation, including 5 U.S.C. 4109 and 5 U.S.C. 4110.
If you reimburse an employee for expenses that are also paid by a donor, you must establish and carry out policy in accordance with 5 U.S.C. 5514 and the Federal Claims Collection Standards (31 CFR parts 900-904) to recover any excess amount paid to the employee.
No, when a donor pays for travel expenses that the Government is not authorized to pay (such as travel expenses for an employee's family) no reduction in reimbursement to the employee is required.
Yes, you must set agency policy to ensure collection of expense data in such detail as you deem necessary to carry out this part.
A list of CFR titles, subtitles, chapters, subchapters and parts and an alphabetical list of agencies publishing in the CFR are included in the CFR Index and Finding Aids volume to the Code of Federal Regulations which is published separately and revised annually.
Table of CFR Titles and Chapters
Alphabetical List of Agencies Appearing in the CFR
List of CFR Sections Affected
All changes in this volume of the Code of Federal Regulations that were made by documents published in the
For the period before January 1, 2001, see the “List of CFR Sections Affected, 1949-1963, 1964-1972, 1973-1985, and 1986-2000,” published in 11 separate volumes.